How to Write an RFI in Construction (With Template)

An RFI puts a question and its answer on paper with a date. A verbal answer on site can be forgotten or disputed. A numbered, logged RFI shows what was asked, when, who answered, and whether the answer changed the scope, cost or schedule. Slow or unanswered RFIs can hold up work and may support a request for more time or money, which is why a clear log helps.

An RFI is not a change order, a submittal, or a way to ask for a design. If the answer changes scope or price, follow your contract's change process separately.

• Project name and number.
• RFI number. Sequential, never reused.
• Date sent and date a response is needed. Based on the schedule.
• To and from. Who is asking and who should answer.
• Subject line. Short and specific: "Level 2 slab depression at Stair B: conflict between S-201 and A-105."
• Reference. Drawing numbers, detail callouts, spec section and paragraph.
• The question. One issue per RFI. State the conflict or gap in plain words.
• Proposed solution. What you think should be done and why. This speeds up an answer.
• Impact. Whether the issue affects cost or schedule, and the date by which work is affected.
• Attachments. Marked-up drawings, sketches, photos.

Number RFIs in sequence for each project, and keep a log with the number, subject, date sent, date due, date answered, who answered, and status. Review the log at each weekly meeting. Sort open items by due date. Link each answer to any resulting drawing revision, change order or follow-up. Subcontractor RFIs usually carry the GC's number when forwarded, and many teams keep both numbers on the log.

Check your contract for a required response time. If it sets none, agree one with the design team at the start of the project. Set your requested response date based on when the answer is needed on site, and give design reviewers realistic time. An RFI sent the day before the work starts invites a rushed answer.

• Vague questions. A request such as "Please clarify the framing" cannot be answered without a follow-up.
• Several issues in one RFI. A partial answer then holds up the whole thing.
• No reference. Always cite the drawing or spec section.
• No proposed solution.
• Asking what is already answered. Check the documents first.
• Verbal answers never recorded. Follow up with an email or a new RFI.
• Not stating the impact. If you think the answer may change cost or time, say so when you send it, and check your contract's notice requirements.
• Ignoring the log. An RFI without a due date or an owner will sit.

Attach a marked-up sketch whenever possible. Write the subject line so someone scanning a list of 80 RFIs can find it. Send the RFI to the person who can decide, and copy those who need to know. Close the loop: when the answer arrives, confirm that it resolves the issue or send a follow-up.