Free RFI template for construction businesses

Successful projects require transparency. Project owners, however, have a lot to think about. Most of the time, they can’t share every detail or answer every question before a project gets started, making the construction process challenging. When contractors eventually run into this lack of transparency, a request for information (RFI), is there to help them get the information they need to continue work. For this reason, the RFI is a vital document in the construction industry.

However, this process can be a challenging one. A lack of project clarity combined with multiple stakeholders can result in competing interests, priorities, and project visions.

Even more, if a contractor provides an unclear request, it may be rejected—22% of all RFIs go unanswered—leaving the contractor in the dark and the project in limbo.

To help contractors avoid these pitfalls on construction projects, this article will explore what to include in a construction RFI, when they are needed, and how to use them effectively. Finally we put together a convenient RFI template to help contractors get started on the right foot. If you’re ready to upgrade from a template, we also talk about RFI software.

What is a request for information?

A request for information serves as a formal document to obtain clarity on a project phase, task, procedure, or design. Beyond this primary function, an RFI helps document projects and ensures all stakeholders are on the same page by answering questions that lead to a more detailed description and understanding of the project requirements.

RFIs will do the following for contractors:

• Clarify the design
• Grant permission to substitute materials 
• Identify issues
• Verify contract terms

When a contractor runs into missing information or uncertainty on a project, it isn’t their responsibility to determine how to move forward. Instead, contractors can submit an RFI to a general contractor or project owner for additional guidance. For example, RFIs can be used to gain insight from an engineer on a drawing, or they can be used to document concerns regarding project plans, materials, or techniques.

If you are wondering why these questions couldn’t be answered over a phone call, the simple reason is that there is too much at stake. Project details have a genuine impact on the finances of a project. If a contractor decides to move forward without explicit instruction, materials are used, and labor hours are logged for work that may be incorrect. This can delay a project, racking up costs and pushing back timelines.

For this reason, whenever a GC or project owner needs to answer an essential question about the project, an RFI is used to formally document the response.

You can’t underestimate the importance of this documentation. If a contractor bids on a job based on an RFI, and that part of the job turns out wrong, the RFI provides clear documentation protecting the contractor from blame.

In most cases, however, the RFI is a tool to ensure cohesion amongst the different project stakeholders. It allows contractors to complete the job correctly and to the project owner’s vision.

1 An RFI is a formal document used to obtain clarity on a project.

2 It allows contractors to ask questions regarding project plans, materials, or techniques.

3 An RFI ensures cohesion among different project stakeholders.

4 RFI documents the response from project owners or general contractors.

5 It allows contractors to complete the job correctly and to the project owner’s vision.

Definition and purpose of an RFI

A Request for Information (RFI) is a formal document used in the construction industry to request clarification or additional information about a project. The primary purpose of an RFI is to ensure that all stakeholders involved in the project have a clear understanding of the project requirements, specifications, and scope of work. RFIs are typically used to resolve ambiguities, clarify unclear details, or seek additional information that is not readily available in the contract documents.

In the construction industry, RFIs serve as a critical communication tool, bridging gaps in knowledge and ensuring that everyone is on the same page. Whether it’s a question about design specifics, material substitutions, or compliance with local regulations, an RFI provides a structured way to seek and document the necessary information. This formal document helps to prevent misunderstandings and ensures that the project progresses smoothly, with all parties fully informed and aligned.

Benefits of using RFIs in construction

The use of RFIs in construction offers numerous benefits, including:

Improved communication and collaboration

RFIs facilitate clear and concise communication among stakeholders, ensuring that all parties involved in the project have a shared understanding of the project requirements and scope of work. This leads to improved collaboration, reduced misunderstandings, and a more efficient project management process. By providing a formal channel for seeking and sharing information, RFIs help to keep everyone informed and aligned, promoting a more cohesive and cooperative working environment.

Reduced errors and misunderstandings

RFIs help to identify and clarify ambiguities in the contract documents, reducing the risk of errors and misunderstandings. By seeking clarification on unclear details, RFIs ensure that all stakeholders are working with the same information, minimizing the risk of mistakes and misinterpretations. This proactive approach helps to prevent costly errors and ensures that the project progresses smoothly and efficiently.

Enhanced project management and control

RFIs enable project managers to maintain control over the project by ensuring that all stakeholders are aware of the project requirements and scope of work. By using RFIs to clarify unclear details, project managers can prevent delays, reduce costs, and ensure that the project is completed on time and within budget. This enhanced level of control helps to keep the project on track and ensures that all parties are working towards the same goals.

By incorporating RFIs into the construction project procurement process, stakeholders can ensure that all parties involved in the project are on the same page, reducing the risk of errors, misunderstandings, and delays. RFIs facilitate open communication and collaboration, promoting a more efficient and effective project management process.

Importance of RFIs in the construction procurement process

RFIs play a crucial role in the construction project procurement process. They help to ensure that all parties involved in the project are on the same page, reducing the risk of errors, misunderstandings, and delays. By facilitating open communication and collaboration among stakeholders, RFIs promote a more efficient and effective project management process.

In the procurement process, RFIs act as a safeguard against potential issues that could arise from unclear or incomplete information. They provide a formal mechanism for contractors to seek clarification on any aspect of the project, from design details to material specifications. This proactive approach helps to identify and address potential problems early on, preventing costly delays and ensuring that the project stays on track.

Moreover, RFIs foster a culture of transparency and accountability. By documenting all requests for information and the corresponding responses, RFIs create a clear record of communication that can be referenced throughout the project. This not only helps to resolve disputes but also ensures that all stakeholders are fully informed and can make decisions based on accurate and complete information.

Free construction RFI templates

Use our basic RFI template, change order template, and RFI log template as starting point for creating your own professionally crafted RFIs.

Click here to download all three templates!

Basic RFI template

Below is a basic construction RFI template to help contractors get started on the right track.

Change order RFI template

Below is an RFI template specific to obtaining additional information about an existing change order prior to making any decisions.

RFI log template 

Use this RFI log template to help track requests for information (RFI) submitted to a GC or project owner.

What’s included in an RFI?

A professional RFI will include the following:

• Project details
• A prompt asking for the desired information
• Deadline for response
• Documentation
• Contact information

An RFI form must include a brief description of the project, including the scope of work, project timelines, budget info, and any additional relevant information, ensuring that the project manager has all necessary details.

Most importantly, the RFI must include a thorough list of the specific questions or items that need clarification. Don’t miss out on any vital information here. Provide as much detail as possible. The more you can force the owner to over-explain, the better.

Be sure to clearly state the problem. Stick to one specific issue. RFIs should have a narrow focus. Include any piece of information that helps explain the problem. This should include building plans or photos that help justify the project. If there isn’t enough context to support the request, the RFI may be deemed unjustifiable.

Justifiable vs. Unjustifiable RFI

An RFI is deemed justifiable if the question or concern cannot be explained or answered via the contract. The RFI is deemed unjustifiable if the contractor’s question can be addressed by reading the contract. With this in mind, consider pulling language straight from the contract to support your case that your desired information is not present in the contract.

Additionally, don’t hesitate to provide your thoughts on a solution if you see one. As a specialty contractor, you bring a unique perspective to the whole process as an expert in the field. Use your experience to present a solution if you have one.

Lastly, include a timeline for when the GC or project owner must respond, and remember to include supporting drawings, specifications, or contract excerpts. Finally, your contact information should be easy to find.

Why do you need an RFI

Clarity

You should use an RFI when the design or specs are unclear. In this situation, a contractor can use an RFI to ask a general contractor or project owner to explain the design specifics or how they want to move forward.

As mentioned earlier, if at any point a contractor comes across an issue or concern or finds that there is a lack of direction, they should reference the contract first. When in doubt, if the contract does not answer the question, fire off an RFI with a detailed description of the issue.

Substitutions or modifications

If a contractor finds that any materials are not a good fit for the project, are too expensive, or are unobtainable, an RFI is the perfect remedy. Contractors should include suggestions for alternative materials and a breakdown of any potential cost savings or quality improvements resulting from switching materials, ensuring a smooth construction process.

Identify issues

Going from a design to a finished product is always easier said than done. As the one bringing the design to life, a contractor’s perspective brings value. Any identified issues with implementation, worksite conditions, and utilities (water lines or electrical grids) should be addressed via a construction RFI.

As a contractor, if you notice anything that will impact your workflow, efficiency, or safety, gather the details as to why and organize it into an RFI. Project owners are then required to take the matter seriously.

Compliance

RFIs are powerful tools for filling in the gaps in the contract. By using an RFI, contractors can ensure the project—and all stakeholders involved—are operating within the law and local regulations. Contract terms can also be tested and verified through an RFI. If timelines, budgets, or terms are left unclear, an RFI can nudge the project owner to supply any information missing from the contract, ensuring the project manager has all the info they need to work effectively.

How to use RFI in construction

Submitting an RFI will set in motion a chain of events that will cost time and money, so it’s best to follow industry best practices to stay conscientious and professional. Using an RFI will come down to the contractor’s discretion, but it should be used immediately upon recognizing a need for one. There is no point in waiting. Project owners will need time to review and provide a response. A speedy request will mitigate project delays and get to a solution faster.

To help facilitate the process, ensure your RFI is focused on a single issue; try to avoid sending large batches of multiple RFIs at the same time. This will only complicate the process and likely result in a lengthy delay or rejection. It’s also recommended to include a priority level; urgent, high-priority, medium priority, and so on. An urgent or high-priority RFI will be taken seriously, so only mark it as such if you are confident the issue deserves the added urgency.

When issuing an RFI, turnaround time is the most valuable resource. Therefore, the RFI must indicate a specific timeline for a response. Allow for at least ten days for a response. When the owner must return an RFI to the contractor for additional information, the RFI should be re-issued with a revision number and date.

Contractors are expected to provide quite a bit of information and insight for any RFI they send. For this reason, RFIs must be comprehensive. Include specific references from the contract, drawings, designs, and specs. Additionally, take the extra time to provide any resolutions or alternatives to the problem at hand.

To take it a step further, if a contractor determines that a change will impact the project cost or timeline, they should always provide a breakdown of their rationale. These extra steps will ensure the RFI is taken seriously and demonstrates that the contractor has put reasonable thought and effort into the inquiry.

Lastly, find the time to discuss and agree upon an RFI process with the project owner before the project begins. This should entail actual RFI language in the contract itself.

Example of contract language provided by the Construction Management Association of America:

“In the event the contractor determines that some provision or requirement of the drawings, specifications, or other contract documents requires clarification or interpretation, the contractor shall submit a Request for Information in writing to the owner. Requests for information may only be submitted by the contractor and shall only be submitted on the Request for Information form provided by the owner. Each Request for Information shall be limited to a single subject of inquiry.”

Subcontractor RFI Best Practices:

• Submit RFIs as soon as an issue arises and at least 10 days before a response is required. 

• Limit each RFI to a single subject and assign priority.

• Avoid “batching” RFIs for submittal.

• Include specific references to drawings and specifications.

• Include suggested resolution, if possible.

• Disclose potential time delays or cost changes due to RFI.

• Agree on the method or system of submission prior to beginning the project.

Knowify’s RFI tool

As you’ve seen, RFIs can have a massive impact on construction project management; they identify issues, facilitate communication, better define contract terms, and influence total project cost.

Consequently, contractors must establish a solid RFI system to reduce back and forth and foster a more efficient project. Luckily, Knowify delivers such a system through an easy-to-use RFI tool.

Create, manage, and organize RFIs through Knowify’s central platform. The RFI Builder allows contractors to create RFIs from templates and add notes, images, and documents to each one. Better yet, once the RFI is created, Knowify will track the progress and enable real-time updates from clients. If waiting for a response, contractors can set up automated reminders and notifications to keep everything moving forward.

Get the information you need to stay on the ground, from the ground, with Knowify. To see for yourself, book a 30-minute demo today.