Construction projects involve complex details, and even the most comprehensive plans can leave room for uncertainty. When contractors, architects, or engineers are faced with these uncertainties, they submit a Request for Information (RFI) to get the clarity needed to move forward. 

This article will explain what an RFI is, why it matters in construction, and how teams can manage RFIs effectively to prevent delays.

What is an RFI and what is its purpose?

An RFI is a formal document used to gather information, typically in the early stages of a project or procurement process. It is a way to clarify details, obtain technical details, or explore potential solutions before moving forward with a contract, purchase, or project execution. 

RFIs are commonly used in construction, architecture, healthcare, finance, IT, retail, and other industries to gather information before making decisions.

What are RFIs in construction?

In construction, RFIs are documents used to clarify questions about design, scope, materials, and procedures. They ensure that missing or ambiguous information is addressed before work progresses, reducing errors and preventing costly rework. 

RFIs serve as a structured communication channel between architects, engineers, and contractors, for resolving questions that arise during a project. By creating an RFI, you can request specific details about the project without relying on informal or uncertain back-and-forth. 

RFIs are essential for maintaining clear communication between project stakeholders and keeping construction timelines on track.

What does a typical RFI look like?

While each company might have its own format, an effective RFI usually contains the following key information:

1. Project information: The RFI starts by clearly identifying the project with its name, number, and sometimes the specific phase or location. This ensures that everyone knows exactly what the request refers to.

2. RFI details: Next, the document provides an RFI number and a short descriptive title for the query. Important dates are included here as well, which helps track the request and signals how urgently a response is needed.

3. Requesting party contact: The RFI lists who is asking the question. It includes the requester’s name, title, company, phone number, and email address. This information makes it easy for the responder to follow up if they need more context or additional details.

4. Description of the question or issue: This section spells out the issue or question in detail. It references specific drawing numbers, model numbers, or specifications where confusion arises. Supporting documents, screenshots, or other attachments are often included here to give a fuller picture of the question.

5. Relevant drawings or documents: Attaching or referencing the exact drawings or files related to the question helps those responding see precisely what’s under discussion. Visual aids can be crucial in avoiding misunderstandings.

6. Deadline for response: RFIs often include a “respond by” date to ensure questions are answered promptly, helping to avoid delays in the project. In many cases, response times are pre-defined in contract documents. For example, architectural responses may be required within five business days, while mechanical or electrical inquiries might have a longer timeframe of seven days.

7. Responding party contact: The RFI might also list who is expected to answer the question, including their contact details. This clarifies accountability and streamlines communication.

8. Official response: Once an answer is provided, the official response or decision is documented. This marks the resolution of the issue, providing a clear “yes,” “no,” or outlined course of action. However, at times, RFIs may lead to further questions or clarifications between the GC and consultants. This back-and-forth can extend the process, requiring careful coordination to prevent delays.

   
   

How are RFIs used in construction?

Here are a few common use cases that illustrate how RFIs are used on the job:

• Structural detail clarification - Let’s imagine a contractor is working with a drawing where a beam connection isn’t detailed clearly. By raising an RFI to ask for specifics about the connection method or required fasteners, the contractor can avoid rework or delays later on.

• Conflicting design elements - Sometimes plans from different disciplines don’t line up perfectly, leading to uncoordinated documents. For example, the layout of a wall may conflict with the placement of plumbing pipes. In such cases, an engineer or architect can submit an RFI to resolve these discrepancies, ensuring that everyone is working from the same accurate set of instructions.

• Site condition uncertainty - To handle unexpected site conditions, like discovering unforeseen underground utilities or soil inconsistencies, the on-site contractor generally raises an RFI. This request helps get guidance on how to proceed without halting progress while ensuring safety and compliance.

• Product availability issues - When certain materials or products specified in the project plans are unavailable due to discontinuation, long lead times, or supply chain disruptions, the GC may submit an RFI to propose alternative products. This initiates a discussion with the project team to assess compatibility, performance, and potential cost implications. If the substitution is being considered, the process typically moves from an RFI to a proposed change (PC) and then a change order (CO), with any necessary cost adjustments accounted for.

What is the difference between RFI, RFP, and RFQ?

An RFI helps project teams clarify uncertainties about design details, materials, methods, or procedures. A Request for Proposal (RFP) is issued when owners or managers seek detailed proposals from vendors on how they would approach and execute a project. Lastly, a Request for Quotation (RFQ) is used for obtaining cost estimates from suppliers, helping procurement teams compare prices before making a purchasing decision..

Here’s a more detailed breakdown between RFIs, RFPs, and RFQs:

RFI

• Purpose: To gather details or clarifications about a project

• Who uses it: Contractors, architects, engineers, or project managers seeking clarification

• When to use: When there is uncertainty about design details, materials, methods, or procedures

RFP 

• Purpose: To invite detailed proposals for how to complete a project

• Who uses it: Project owners, managers, or procurement teams looking for comprehensive solutions from vendors or contractors

• When to use: When starting a project that requires vendor input on methodology, timelines, and costs

RFQ

• Purpose: To obtain price quotes for defined goods or services

• Who uses it: Procurement teams, purchasing managers, or project leads comparing costs

• When to use: When the requirements are clear, and the goal is to gather and compare prices for specific products or services

How RFIs impact construction projects

When managed well, RFIs resolve uncertainties before small issues become big problems. But if responses lag or misunderstandings persist, RFIs can quickly accumulate, leading to paused work, disrupted schedules, and increased costs.

Project delays

Waiting for RFI responses can stall work. For example, a contractor might have to stop work temporarily if they cannot clarify a design detail in a timely manner. This waiting period often results in a domino effect across the project timeline, pushing back subsequent tasks that depend on its completion. 

Additionally, when GCs submit a high volume of RFIs, it can overwhelm the consulting team, making it difficult to meet deadlines. This overload can slow down response times and create bottlenecks in the project.

Increased costs

Delays in responding to RFIs can have financial impacts on a project. If critical information is missing for an extended period, it may lead to additional labor hours, increased equipment rental fees, or scheduling inefficiencies. While RFIs themselves do not directly change contract pricing or timelines, they sometimes trigger further documentation, such as Supplemental Instructions (SI) for clarifications or Proposed Changes (PC) for modifications, which may eventually lead to a Change Order (CO). If design-related clarifications or material approvals take longer than expected, adjustments in procurement or rework may be required, potentially increasing costs.

Resource drain

Managing and responding to a large number of RFIs diverts attention from other critical tasks. Project managers, engineers, and architects may spend disproportionate amounts of time on administrative work rather than focusing on strategic planning, design improvements, or proactive problem-solving tasks.

Quality risks

When too many unresolved RFIs weigh down a project, the pressure to catch up can lead to rushed decisions or shortcuts. Contractors might proceed with work based on assumptions if RFI responses take too long, potentially leading to errors. These mistakes may result in rework, further delaying the project and compromising safety and overall quality. 

How to reduce the number of RFIs

Minimizing RFIs isn’t about avoiding questions altogether but rather preventing avoidable ones through better planning, communication, and use of technology. Here are the top strategies to reduce the number of RFIs on your projects. 

1. Improve documentation early

Think about the last time you received a set of plans with missing dimensions or vague material specifications — that uncertainty can quickly spiral into multiple RFIs, slowing down the entire project. To prevent these issues, conduct thorough reviews of all drawings and specifications before they’re finalized. 

Use detailed checklists to ensure that every aspect, from dimensions and materials to installation methods, is meticulously documented. Catching potential gaps or inconsistencies early on reduced the likelihood of RFIs. Contract documents like drawings and specifications are intended to be complimentary, not contradictory.

2. Strengthen project coordination

Set up structured meetings before all major building phases — schematic design, design development, construction documentation, bidding and construction administration — to address common pain points that may turn into on-site conflicts and costly rework. 

During these sessions, use tools like Building Information Modeling (BIM) and 3D modeling to walk through designs collaboratively. For instance, a clash detection session might reveal that a duct runs through a structural beam or that plumbing routes conflict with electrical systems. By addressing these pain points head-on, the team can resolve ambiguities before they result in RFIs. 

3. Adopt digital tools

Use construction admin software like Part3 to streamline document sharing, track questions and responses in real-time, and flag potential issues before they require an RFI. Features like collaboration tools and automated notifications proactively alert team members about updates, changes, or potential issues. 

When integrated with Procore, Part3 automates the syncing of RFIs between contractors and design teams. This seamless flow means that an RFI raised in Procore is automatically available in Part3 for review, and responses are updated back in Procore in real-time. This integration speeds up the review process and cuts down on manual data entry, reducing delays and errors.

4. Establish clear communication protocols

Set up a well-defined process for submitting and responding to RFIs by clearly outlining:

• Who should be contacted: Specify the correct person or team responsible for answering particular types of questions. This prevents delays caused by directing queries to the wrong individuals.

• How questions should be formatted: Provide a template or guidelines on how to write clear, concise RFIs. This ensures that questions contain all necessary details, reducing back-and-forth clarifications.

• Expected turnaround times: Set realistic deadlines for returning an RFI so everyone knows what to expect. Knowing when answers will arrive helps teams plan their work without unnecessary waiting.

  
  

Eliminate RFI bottlenecks with Part3

RFIs are a powerful tool in construction, but too many can stall progress and inflate costs. With its real-time collaboration features and issue flagging capabilities, Part3 is designed to identify and resolve potential conflicts before they escalate into costly delays. Its seamless Procore integration ensures everyone accesses the most current information without redundant manual steps.

Ready to streamline your RFI process? Get started with Part3 to gain intuitive tools that keep projects on schedule and within budget.