Construction RFI Template: How to Write, Track, and Respond to Requests for Information

The average construction project generates one RFI for every $25,000 of contract value — meaning a $500,000 project will see 20 RFIs before it's done. Each one that goes unanswered for more than 5 days has a 60% chance of causing a schedule impact, according to a 2025 Dodge Construction Network study.

An RFI is a formal written question submitted to an architect, engineer, or owner asking for clarification on contract documents. Done right, RFIs protect your schedule, prevent rework, and create the paper trail that supports change order claims when the answer adds cost or time.

What an RFI Is — and What It Isn't

An RFI is:

• A formal written request for clarification on drawings, specs, or field conditions
• A time-stamped document that starts a response clock
• Evidence that you identified a problem and sought direction before proceeding
• The starting point for a change order if the answer changes scope, cost, or schedule

An RFI is not:

• A substitute for reading the drawings
• A verbal question
• A change order — it becomes the basis for one if the answer has cost/schedule impact

The pipeline: RFI submitted → answer received → if scope changes → change order submitted → signed → proceed.

Never perform extra work based on an RFI answer alone. The RFI documents the question; the change order authorizes the money.

When to Write an RFI

Drawing conflicts: two drawings show different dimensions; architectural vs. structural conflict; MEP trades conflict in the same space; detail contradicts plan.

Specification gaps: product specified without manufacturer; reference to superseded standard; finish schedule incomplete; installation method not specified.

Field conditions: existing conditions don't match drawings; unexpected rock, groundwater, or buried utilities; hazardous material discovered.

Design ambiguity: scope boundary unclear; "as directed by architect" without criteria; "verify in field" without parameters.

Rule of thumb: If you're about to do something you're not 100% sure is correct and the consequence of being wrong is significant rework — submit an RFI.

Copy-Ready RFI Form Template

REQUEST FOR INFORMATION (RFI)

RFI Number: ___________ Project: ___________________________ Date Submitted: ___________ Response Required By: ___________ Submitted By: ___________________________ Submitted To: ___________________________

SCHEDULE IMPACT ☐ No schedule impact if responded to by date above ☐ Schedule impact: _____ days if not received by ___________ ☐ Work is stopped pending this response

REFERENCE DOCUMENTS Drawing number(s): ___________ | Spec section(s): ___________ | Detail number(s): ___________ Related RFI(s): ___________ | Related submittal(s): ___________

SUBJECT / QUESTION (One question per RFI)

BACKGROUND / DESCRIPTION OF ISSUE (Field condition, drawing conflict, or spec gap. Include specific dimensions and locations.)

CONTRACTOR'S PROPOSED SOLUTION (Including a proposed solution speeds response by days)

COST / SCHEDULE IMPACT OF PROPOSED SOLUTION Cost: ☐ None ☐ TBD ☐ Est. $_________ | Schedule: ☐ None ☐ TBD ☐ _____ days

Contractor reserves the right to submit a change order request based on the response received.

ATTACHMENTS ☐ Drawing markup / sketch ☐ Photo(s) ☐ Spec excerpt ☐ Shop drawing

FOR RESPONDENT USE

Response Date: ___________ | Responded By: ___________________________

Response: _______________________________________________

Cost impact: ☐ None ☐ Change order required | Schedule impact: ☐ None ☐ _____ days

Response authorized by: ___________________________ Date: ___________

RFI Log Template

PROJECT RFI LOG

Summary: Total: _____ | Open: _____ | Overdue: _____ | Resulting in COs: _____ | Avg response: _____ days

RFI Response Time Standards

When responses are late: Email the day after the required date. Document in meeting minutes. Send written stop-work notice if needed. Include delay costs in next change order request.

RFI Volume vs. Project Cost Overrun

[SVG line chart: RFIs per $1M vs. cost/schedule overrun % — Under 10: 3%/4%; 10–20: 5%/7%; 20–40: 9%/12%; 40–60: 14%/17%; 60+: 19%/22%]

Projects with 60+ RFIs per $1M average 19% cost overruns. High RFI volume = incomplete design documents = change orders incoming. Flag unusual volume to the owner in writing and ensure your log is battle-ready.

RFI vs. Submittal

RFI Timing

[SVG timeline: Ideal (2+ weeks before work) → Acceptable (1–2 weeks) → Late (under 1 week) → Too late (after work started)]

Submit RFIs 2+ weeks before work is needed. Review drawings for the upcoming 2 weeks every Friday. Never let a crew start work with an unresolved question.

Specific, well-written RFIs average 4-day response time. Vague RFIs average 11 days.

Weak RFI vs. Strong RFI

Weak: "Please clarify the structural drawings at the second floor. There seems to be a conflict."

Strong: "Drawing S-2.1 shows a W12x26 beam at grid B-4, while Drawing A-3.2 shows open ceiling at the same location. HVAC duct on M-2.1 routes through this area. Clarify: (1) Is beam required? (2) If yes, confirm revised HVAC routing. Contractor proposes installing beam per structural and rerouting duct 6" north — confirm acceptable. Response required May 20 to avoid impacting framing crew scheduled May 23."

RFI to Change Order: The Connection

1. RFI submitted — documents question and date
2. RFI response received — documents direction and who gave it
3. Change order request submitted — references RFI number, quantifies cost and time
4. Change order signed — authorizes work

Connect RFIs to change orders within 5–10 days of receiving the response. Don't wait until project end.

RFI Submission Checklist

• [ ] Checked drawings and specs — answer not already there
• [ ] One question per RFI
• [ ] Specific drawing number, detail, spec section referenced
• [ ] Field condition or conflict described clearly
• [ ] Photo or sketch attached if helpful
• [ ] Proposed solution included
• [ ] Cost and schedule impact noted
• [ ] Response date specified
• [ ] Sent to correct party per contract
• [ ] Logged in RFI log immediately
• [ ] Distributed to affected subs

Relevant Article:How InTown Homes’ Scheduler Keeps Projects on Track with TaskTag

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