TL;DR: What does “RFI” mean in construction?
Short answer: an RFI (Request for Information) is a formal question you send to the design team when the contract documents don’t give you enough clarity to build exactly what’s specified. Think of it as your official paper trail for resolving a conflict or gap, not a casual email. The response becomes part of the record and directs the work.
When to use it: you’ve got a conflict between sheets, a missing dimension, the spec is silent or ambiguous, or there’s a coordination gap that may affect cost, safety, or schedule. Before you write one, double check the current drawing set and approved submittals, cite the exact sheet/detail and spec section (MasterFormat), and keep the question tight. For background, see Wikipedia on Request for Information (https://en.wikipedia.org/wiki/Request_for_information). This keeps your “RFI meaning in construction” search crystal clear.
RFI-or-not? 60-second quiz
You’re on site, it’s late in the day, and a detail isn’t lining up. Do you fire off an RFI or just double-check the drawings and approved submittals first? Here’s the quick gut check: if you can answer it by reading the current set or the approved submittal, don’t write an RFI. If there’s missing information, a conflict between sheets and specs, or the answer will change cost, schedule, or safety, you’re in real RFI territory. Simple as that.
Got an RFI on your hands? SubmittalLink routes it, tracks ball in court, and nudges the reviewer automatically. Book a quick demo.
Plain-English definition & when to use an RFI
A Request for Information (RFI) is a formal question about the contract documents that you send to the design team so they can clarify intent in writing. Think of it as adding one clear sentence to the record that removes doubt. It belongs in the log, gets a number, and should tie to specific pages or specs. If you can answer it yourself by checking the current drawing set or approved submittals, you don’t need an RFI. But if the contract documents conflict, are missing something important, or the field condition doesn’t match the design, you do. I’ve watched RFIs save days of rework when they’re tight and specific… and cause weeks of churn when they’re vague. Your call sets the tone.
What an RFI is (and isn’t)
- It’s a contract-record question. Logged, traceable, answerable.
- It isn’t a fishing expedition, a scope change, or a “just checking” note.
- It’s not an email thread. Email is fine for quick coordination, but the RFI is where decisions live.
- Good RFIs include cites like A-501/Detail 12 and Spec 07 21 00, a single question, and any markups that make the issue obvious.
- Bonus points if you propose a solution. Reviewers appreciate it, and you’ll often get a faster yes.
Typical triggers
Use an RFI when you see things like:
- Conflicts between sheets or trades (Detail 5/S-301 shows 10 risers but 6/A-402 shows 9).
- Missing dimensions, elevations, or references to a detail that doesn’t exist.
- Spec language that contradicts the schedule (Spec 05 50 00 says stainless, door schedule says galvanized).
- Coordination gaps revealed by approved submittals or shop drawings.
- Field condition that deviates from design and needs direction.
- Code or life-safety questions where design intent isn’t clear.
If you can point to the exact page and line, you’re usually in RFI territory. If not, pause and verify the latest set and submittals first.
When you don’t need an RFI (save everyone time)
Here’s the truth. Not every head-scratch needs a formal RFI. Some questions disappear the moment you pull the right sheet or look at the approved submittal. If you can solve it in five quiet minutes, do that and keep everyone’s inbox lighter. Your reviewer will notice. Your schedule will thank you.
Check the approved submittals and current drawing set first
Before writing anything, confirm you’re looking at the latest issue of the drawings and addenda. Title block dates, revision clouds, delta tags… give them a quick scan. Then open the approved submittal for that scope and read the stamped notes. Half the time the answer is sitting there, highlighted by someone last month.
Do a fast cross-check: “A-501 Detail 12 vs S-102 note 7” style. If they agree, you’re done. If they conflict, take one more beat and make sure you’re not mixing packages or old PDFs from a field folder. When you need to track by spec, skim the MasterFormat section to narrow the search (helpful when details live across trades). If the contract docs already provide a clear direction, skip the RFI and keep moving. You’ve just reduced RFI volume without a meeting.
Reference: CSI: MasterFormat overview
Ask a precise, answerable question
Quick gut check: can your question be answered in one read, without guessing? If not, it isn’t ready yet. Tighten the ask until it’s clear and binary. Many “do we need an RFI” moments fade once you frame the problem precisely and re-read the sheet with that lens. If the issue is a simple lookup or a note you missed, a formal RFI just slows the job.
Use this rule of thumb. If the answer changes scope, cost, schedule, or needs to be recorded for downstream trades, that’s RFI territory. If it’s a clarification you can verify in the current drawings, specs, or approved submittals, don’t send it. Save the formal route for the questions that truly require a decision. That’s RFI best practice in the real world.
How to write a tight RFI (5-minute checklist)
You’re busy, so here’s the fast, field-tested way to write an RFI that actually gets answered. Think of it like a punch list. Hit each item once, cleanly, then send.
Subject line that routes correctly (spec section + topic)
Make it sortable and obvious. Start with “RFI” and the spec section, then the topic.
- Example: “RFI 07 21 00 Thermal Insulation – R-value at roof parapet”
- If you’re tracking numbers, add it at the front like “RFI 014 07 21 00 …”
- Keep it under 90 characters so it doesn’t get chopped in email inboxes
Background: 1–2 sentences max + drawing/spec cites
Give just enough context to place the issue. No story time.
- Example: “At A-501 Detail 12, the parapet shows 2 inches of rigid insulation. Spec 07 21 00 calls for R-25 continuous. These conflict.”
- Cite sheets, details, and specs exactly so reviewers can jump there fast
The question: single, specific, answerable
Ask one clear question the design team can say yes or no to.
- Example: “Should the parapet insulation be increased to achieve R-25 continuous, or is R-13 acceptable at this location?”
- Avoid multi-part questions. If you have two unrelated asks, send two RFIs
Your proposed answer (if any) to speed review
Offer a practical solution so reviewers can stamp “approved as noted.”
- Example: “We propose adding a second layer of 1.5 inch polyiso to reach the required R-value. If acceptable, confirm and we will proceed.”
Attachments and markups: name them clearly
Help the reviewer see what you see.
- Include a single markup with arrows and callouts, not five screenshots
- Use filenames that map to the subject: “RFI-014_A-501_D12_markup.pdf”
- Add one field photo if it clarifies existing conditions
Quick note for your process: if you want a lightweight place to centralize RFIs and nudge responses, see Best RFI software (2025) (https://www.submittallink.com/post/rfi-construction-software). This checklist still applies no matter what tool you use.
RFI vs RFP vs RFQ vs RFT (quick differences)
You hear all four on jobs and they blur together after a long day. Here’s the clean split so you can pick the right tool and keep things moving. This whole post is built to be practical, not textbook. If you’re skimming, read the first line under each and you’ll be 90% there.
RFI: clarification during construction
You use an RFI when the issued documents don’t fully answer a build question. It’s about clarity so crews aren’t guessing in the field. You ask a specific question, cite the sheet or spec, and request a written direction that closes the loop. Think “we can pour on Thursday if this gets answered today.” (If you want a formal definition later, see Wikipedia’s Request for information: https://en.wikipedia.org/wiki/Request_for_information)
RFP: proposals for defined scope
An RFP is a request for a full proposal on a described scope. You’re evaluating approach, price, and sometimes schedule. It’s not for fixing a detail on A-501. It’s for picking a designer, a specialty sub, or a vendor to deliver something bigger than a one-line clarification. Learn more: https://en.wikipedia.org/wiki/Request_for_proposal
RFQ: qualifications or price signals
An RFQ is lighter. You’re asking for qualifications, rates, or an indicative price so you can shortlist. No long narrative, no full methodology. It’s “show me you can do this and what it generally costs.” When you don’t want to drag people through a full proposal yet. Learn more: https://en.wikipedia.org/wiki/Request_for_quotation
RFT or Invitation to Tender: formal bidding
This is the formal, rules-based bid package. Documents are complete, scope is locked, and you expect compliant bids that can be opened and compared without debate. It’s the “submit by Friday at 2 pm, include these forms, no exceptions” moment. Learn more: https://en.wikipedia.org/wiki/Invitation_to_tender
At a glance
- Phase: RFI during construction and coordination. RFP/RFQ during selection. RFT at formal bid.
- Goal: RFI clarifies. RFP selects a solution and price. RFQ screens capability or rates. RFT gets binding bids.
- Output: RFI answer. RFP proposal. RFQ quals or pricing info. RFT compliant bid.
If you’re still unsure, ask yourself what you need tomorrow morning. A clear answer to keep work unblocked points to an RFI. Anything that smells like vendor selection or competitive pricing belongs in the RFP/RFQ/RFT lane.
The RFI process & realistic turnaround
You don’t need a perfect flowchart to run RFIs. You need a clean handoff, clear ownership, and a clock everyone respects. Here’s the simple, field-tested RFI workflow that keeps jobs moving and avoids rework.
Who owns the ball-in-court
You start the RFI. Your sub or PE drafts it, attaches markups, and sends it to the GC PM for routing. The GC logs it, sets a due date, and forwards to the right reviewer (architect, structural, MEP, or a specific consultant). From that point, the reviewer holds the ball. If they kick it back for “more info,” ownership returns to you until you reply. Treat “ball-in-court” like a relay baton you can point to in the log at any time. No mystery, no drama, just visible responsibility.
Response timelines & follow-up etiquette
Set the due date when you send it. Simple clarifications often close in 3 to 5 business days. Anything that touches structure, life safety, or vendor lead times usually needs 7 to 10. Put the real blocker in the subject so it gets triaged correctly. Follow up once before the due date with a nudge and your best proposed answer. If it’s on the critical path, say so plainly and offer a short call. Keep it professional. One focused reminder beats a chain of scattered emails. For terminology, the PMI Lexicon is a handy reference.
Documenting decisions to avoid rework
Close the loop in the log the same day you get the answer. Paste the final directive, add any sketch numbers, and cite sheets or specs by page and detail. Note who answered and when. If the reply changes scope, open a PCO and link the RFI. If it changes installation, push a field bulletin to supers and foremen. Last step, upload the markups and rename files so anyone can find them later. Today’s five minutes of cleanup saves tomorrow’s weekend.
Common RFI pitfalls (and how to avoid them)
Even sharp teams trip on the same things. I’ve done it, usually when the day goes sideways and concrete is on the way. Here are the big three and the fixes.
Vague questions with no page/spec cites
Reviewers can’t answer fog. If your RFI says “clarify insulation at stairs” with nothing else, it stalls. Point to the exact place you’re stuck. Example: A-501 Detail 12 and Spec 07 21 00 conflict on insulation thickness. Attach a markup with clouds and arrows. Then ask one clear question. You’ll cut days off the back and forth.
Using an RFI to sneak scope changes
An RFI is for clarification, not expanding scope. If you want thicker glass, extra blocking, or a different finish, that’s a change. Say so. Ask for direction and note cost or schedule impact will go through the change process. Reviewers appreciate the honesty. It keeps you out of RFI abuse and protects everyone later.
Duplicates and shotgun RFIs
Shotgun RFIs are when you fire off five half-baked questions at once and hope one hits. Duplicates happen when different teammates ask the same thing a week apart. Both bury the real issue and annoy reviewers. Fix it with a simple habit. Search your RFI log and inbox before you write. Keep one question per RFI. Thread follow ups to the same number. It looks tight and it moves faster.
Mini example: a ‘good’ RFI vs a ‘bad’ one
Scenario: dimension mismatch at stair detail
You’re walking Stair 2 and something feels off. The architectural detail A-501/12 shows the landing at 9'-4" above finished floor. The structural plan S-402 at grid C3 puts the stringer and landing at 9'-6". Shop drawings under 05 51 00 were approved at 9'-4". Field check says the embeds were set per S-402. You’ve got a two-inch conflict, a pour scheduled for Friday at 7 am, and drywall layouts queued behind it. Classic “don’t guess” moment. Ask once. Get a clear answer. Keep the schedule intact.
Side-by-side: bad vs good RFI
Bad RFI
- Subject: Stairs question
- Background: There’s a problem with the landing height.
- Question: Please advise.
- Cites/attachments: none
- Why it drags: Reviewer has to hunt drawings, figure out impact, then ask you three follow-ups. Days lost.
Good RFI
- Subject: RFI 042 – 05 51 00 Stairs – Landing elevation at Stair 2 (A-501/12 vs S-402 @ C3)
- Background: Arch detail A-501/12 shows 9'-4". Struct S-402 shows 9'-6". Shop drawings approved at 9'-4". Embeds set per S-402.
- Question: Confirm correct landing elevation and note required fix to reconcile embeds and shop drawings.
- Proposed answer: Use 9'-4" landing per A-501/12. Lower embed plate at C3 by 2". If accepted, we will shim stringer seat 3/16" and update stair shop sketch SK-S2-042.
- Impact/timing: If 9'-6" stands, L2 framing shifts 2" and adds 1 day rework. Need answer by Thu 3 pm before Fri pour.
- Attachments: Marked A-501/12 and S-402 PDFs, photo with tape at embed, excerpt of 05 51 00.
Steady, specific, answerable. That’s how you get a real decision in hours, not days.
Tracking RFIs without chaos
RFIs pile up fast. One minute you’re sending a clean question, the next you’re hunting through inbox threads for who said what. Let’s keep it simple and visible so you can actually build instead of babysitting emails.
The essentials of an RFI log (fields that matter)
Keep a single source of truth. Your columns can be short and sweet:
- RFI number and title (use spec section + topic, like “Spec 07 21 00 insulation at rim joist”)
- Discipline (arch, structural, MEP)
- Drawing and spec cites (A-501/12; 07 21 00)
- Date sent, due date, and current status (open, answered, closed)
- Ball in court (designer, owner, GC)
- Cost/schedule impact flags (Y/N) and brief notes
- Decision summary (one line)
- Links to markups and photos
- Who closed it and when
If you can’t find it in 10 seconds, it isn’t a log. It’s a scrapbook.
Email habits that speed reviews
- Subject line: “RFI 032 – Spec 08 71 00 – Door hardware at stair 2”
- First line: 1-sentence background, then the question.
- One question per email.
- Attach marked-up PDF, name it clearly.
- Reply in the same thread so the log link and history stay together.
Lightweight software to centralize & nudge
You don’t need a battleship. You need clean numbering, due-date nudges, and easy linking from the log to each thread and markup. If you’re deciding tools, start with this roundup: Best RFI software (2025).
FAQs about RFIs
You’ve got a job to run, not a glossary to memorize. Here are quick, straight answers you can actually use on site.
How long should an RFI response take?
Most teams target 3 to 10 business days. Your contract may spell out a number, but set an internal goal of 3 to 5 days for anything touching the critical path. Help reviewers move faster by asking one specific question, citing the sheet and detail, and adding a proposed answer for them to confirm. If it’s blocking work, say so plainly and follow up politely at the 48 to 72 hour mark.
What’s the difference between an RFI and a submittal?
An RFI asks a question to clarify design intent. A submittal sends data for approval or record (product data, shop drawings, samples). Simple rule of thumb: if you’re missing information or see a conflict, that’s an RFI. If you’re proving conformance to the specs, that’s a submittal.
Can I include a proposed answer in my RFI?
Yes, and reviewers appreciate it. Offer your best solution and ask the design team to confirm or correct. Keep it short and make it easy to say yes.
How many attachments are too many?
Only what’s needed to answer the question. One to three clean markups or excerpted PDF pages is usually enough. Name files clearly (A-501_Detail-12_marked.pdf) so they route correctly.
Who closes the RFI and how is it documented?
Typically the GC/CM updates the RFI log and marks it closed once the design team’s official response lands. If the answer changes the contract documents, note it and expect a formal instrument (ASI, CCD, or similar). For general conventions, see the AIA Contract Documents.
Next steps
If RFIs are still living in your inbox and a half-updated spreadsheet, you’re working uphill. Let’s fix that so you can get back to building instead of chasing replies.
Start here:
- Skim our quick guide to tools that actually help: Best RFI software (2025).
- If you’re comparing big suites with local-builder budgets in mind, this will help: Procore alternatives for local builders.
Or just jump straight to seeing it in action. We’ll walk your real workflow, use a couple of your RFIs, and show how reviews move faster when the log, email, and markups work together. Book a demo.