As a contractor, you’ve probably been there: you’re deep into a construction project, and a question pops up about the plans or specs that you just can’t answer. That’s where an RFI, or Request for Information, comes in. It makes project details clearer and helps everyone stay connected, reducing confusion from different communication channels and skill gaps.
But what does an RFI in construction look like, exactly? And how does the process work? Here's everything you need to know, including why you might need one, the different types of RFIs, and how it all works.
What Is an RFI in Construction and Why Is It Important?
An RFI is simply a way to ask questions and get more information on a project. There's nothing more frustrating than not being able to get your part done because of missing, unclear or incomplete information. In this situation, as the GC or a sub, you can issue an RFI to get your questions answered by the architect or engineer and keep the project moving.
An RFI is basically your way of saying, 'Hey, I need some clarity here!' Whether it's changes in scope or something that doesn't make an ounce of sense, it's your chance to get answers in writing. Plus, you'll have a record you can always come back to. When handled right, RFIs help keep your project running smoothly and on budget.
Types of RFIs in Construction
You might need to issue an RFI during a construction project for a few reasons. An RFI can be useful if you run into a problem obtaining the materials you need and want to make a substitution — it happens, right? Maybe you've discovered an unexpected utility line that will cause you to change your plans. Pretty much any hiccup that you encounter could result in an RFI. They are all about getting clear answers to questions about the project and documenting the communication. Good documentation leads to fewer headaches later. Here are some of the most common scenarios for RFIs.
Design Clarification
Components and specs surrounding the project’s design, such as potential conflicts or incomplete plans, need clarifying. Sometimes the design on paper doesn't always translate well into the real-world and changes might be needed.
Methodology Change
The installation technique or process must change from what was originally planned. You may have an idea that could save time or labor if done differently.
Scope Change
The project scope needs to be updated due to deleted line items. Sometimes owners change their mind once the work starts and decide they don't need certain features. Or they may want more and add on to the job.
Scheduling/Safety Concerns
Unexpected circumstances may impact project timing. For example, equipment may not be available or working properly, material shipments may be delayed or, after arriving on site, you could see that more safety measures are necessary.
Material Changes
The materials you planned for aren't available? Yeah, it happens. Supply chain issues can be a real headache, but it's part of the deal. You've got to roll with it and find alternatives.
Value Engineering
You've identified new methods that can improve the project's cost efficiency. Saving money makes you everyone's best friend!
Constructability Issues
Problems arise in building the project as planned. You may uncover hidden problems during site preparation that need attention and solutions, such as problems with the soil, the land slope or rocks under the surface. Nobody likes these kinds of surprises, but they need to be addressed.
Anything Else!
You have other concerns, such as warranties, payment specifications, or performance/timeline penalties. Everyone wants to be paid and penalties are no fun, so make sure everyone is on the same page with an RFI.
Creating Effective RFIs
The Construction Management Association of America recommends developing a standard format or template for your RFIs. Your RFI should include the name of the project, where it's located and any important identifying details. Have a clear subject along with your name and address as the RFI issuer and be sure to tell them when you want a reply. It might seem like a no-brainer to include this basic info but you'd be surprised how many people don't.
Be specific about the questions that you have so your RFI goes to the person who can give you the right answers. The more detail, the better. Photos and documentation to support your questions or issue can be helpful in getting your information faster. It's a good idea to also include a proposed solution to the issue when you can.
As tempting as it might be, try not to put more than one issue in an RFI because that can slow down the process. Different people might need to respond to different issues.
Submitting RFIs
A Navigant Construction Forum study found that the median RFI response time across projects is 9.7 days. So, don't wait! Waiting for answers can put you behind schedule. Submit your RFI as soon as you can to get answers faster.
Typically, you'll send the RFI directly to the party that can provide the answers. Cutting out the middleman means you get answers faster. Be clear on the topic so your questions get to the right person.
As for the best way to submit your RFI, technology is your friend. Cloud-based platforms are available to streamline the process. You no longer need to wonder if your email was received or if you got a response yet. Technology allows you to better organize, manage, search for, and access RFIs throughout the construction project — all from one platform.
Responding to RFIs
If you receive an RFI, review all of the points included, and respond clearly and concisely. Note whether you need to respond by a certain date. Responding as soon as possible can help the project stay on track.
Using RFIs for Project Success
RFIs in construction can be powerful communication tools that help all stakeholders stay on the same page. They eliminate confusion surrounding project details and help keep projects on track and on budget when questions arise.
So what's the best way to manage your RFI process? Technology plays a key role, but did you know it can also help you discover room for improvement? Once you've got a number of RFIs in the platform, you have valuable data about your company and your processes. There are AI tools that can analyze your RFIs and flag common problems or issues that you didn't even know about. Maybe you always run into questions on the plans, or there is a high number of issues with material changes. Moving forward, these problems might be addressed through more training or asking more specific questions before the project starts.
Seriously, take a little time to explore some options and book a demo. It could completely change the game for your construction business.
