Construction RFI: writing RFI forms that get clear answers fast

A construction RFI — request for information — is a formal question from the contractor to the design team when drawings or specifications are unclear, incomplete or in conflict. It creates a written record of the question, the answer and its date, which matters when the answer changes cost or programme. Projects routinely raise hundreds of RFIs; the difference between a manageable process and a source of delay is how well each RFI is written and tracked.

What a construction RFI form should contain

• RFI number, date raised, and the date a response is needed by.
• The specific drawing, detail or specification clause concerned, with revision.
• A single, clear question — one issue per RFI.
• The contractor's proposed solution, where one exists.
• Sketches, photographs or marked-up extracts showing the problem.
• Potential impact on cost and programme if the answer is delayed.
• Response section: answer, responder, date, and whether it constitutes a change.

Write RFIs that can be answered

1. Check the documents first — many RFIs ask questions the specification already answers.
2. Ask one question per RFI; bundled questions get partial answers.
3. Reference exactly where the conflict is, not "see drawings".
4. Propose an answer where you can; a yes or no is faster than an open question.
5. State the date the answer is needed and why, tied to the programme.
6. Avoid using RFIs to request changes — that is what a variation or change request is for.

An RFI answer that changes scope, cost or time is a change, not information. Flag it as such when it comes back, or the cost impact disappears into the RFI log.

RFI form and RFI log

The form captures the question; the log tracks every RFI's status. Ettex Forms is a practical way to raise the RFI with required fields and attachments, and each submission lands in Ettex Records as a row in the RFI log with status, responder and dates. That makes the questions that matter in a project meeting — what is overdue, what is waiting on which consultant, which answers created changes — a filter rather than a spreadsheet exercise.

RFIs in project management terms

• Track average response time by consultant; it predicts where delays will come from.
• Review open RFIs weekly against the programme.
• Link RFIs to the submittal log and to any resulting variation order.
• Look for clusters of RFIs on the same area — they usually signal a coordination problem in the design.
• Close RFIs formally, including those withdrawn or superseded.