How to Write an RFI in Construction (With Examples)

To write an RFI that gets a fast, usable answer, ask one specific question, point to the exact drawing, detail, and spec section involved, describe the field condition or conflict you found, propose a solution the designer can accept or reject, and state the date you need the answer by and why. Attach a photo or a marked-up sheet. That is the whole formula. A reviewer who can answer without opening another sheet will answer faster, and the answer will be clearer.

A request for information (RFI) is a formal written question from the contractor (or a subcontractor, through the contractor) to the design team, asking them to clarify something in the contract documents. RFIs come up when the drawings or specifications are ambiguous, conflicting, incomplete, or impractical to build as shown. They are not the place to request a change, propose a product substitution, or ask how to build something that is the contractor's own means and methods.

This guide walks through the parts of a well-written RFI, shows weak and strong versions of real-world question types, gives you a checklist to run before you hit send, and explains how RFIs relate to submittals and change orders.

Why the Way You Write an RFI Matters

Every RFI does two jobs. First, it gets you an answer so work can proceed correctly. Second, it creates a written record that you found the issue and asked for direction before building. That record protects you if the question later turns into a cost or schedule dispute, and it keeps design decisions with the people responsible for design instead of leaving the field to guess.

A vague RFI fails at both jobs. The reviewer has to research what you meant, often replies with a question of their own, and the round trip costs days. Worse, the final answer may not address the real problem, and the record shows a question nobody could act on.

The 7 Parts of a Well-Written RFI

Most RFI forms (whether it is the architect's form, your own, or a row in an RFI log) ask for the same core information. Here is what each field should contain.

1. A descriptive subject line. "RFI-014: Gypsum board type conflict at Grid C-3, Level 2" tells everyone what the RFI is about before they open it. "Wall question" does not. Good subject lines also make the RFI log searchable at closeout.

2. One question. State exactly what you need to know, in one or two sentences. If you have three unrelated questions, write three RFIs. Bundled questions stall because the reviewer answers the easy part and holds the rest.

3. Exact references. Include the sheet number, detail number, spec section and paragraph, and the physical location (grid lines, room number, level, elevation). The goal is that the reviewer can open the right page in under a minute.

4. The condition or conflict. Describe what you found in plain language. If two documents disagree, quote both. If a field condition differs from the drawings, say what is actually there and how you verified it.

5. A proposed solution. Offer your recommended answer when you have one: "We propose to install X; please confirm or advise." Designers can approve a clear proposal much faster than they can compose an answer from scratch. It also shows you have done your homework.

6. A required response date and the reason. "Response needed by Friday 10/9. Framing at this wall starts Monday 10/12." A date without a reason reads as arbitrary. A reason gives the reviewer a way to prioritize.

7. Attachments. A photo of the field condition, a clouded markup of the sheet, or a sketch of your proposed solution is often worth more than a paragraph of description.

Many RFI forms also include a checkbox for potential cost or schedule impact. Check it when it applies. It flags the issue early without turning the RFI into a change request. Keep in mind that an RFI is usually not the same thing as the written notice your contract may require for a change, so follow your contract's notice procedure separately.

RFI Examples: Weak vs. Strong

The fastest way to improve your RFIs is to compare a weak version of a common question with a strong one.

Example 1: Drawing and Spec Conflict

Weak: "Please clarify the wall detail at the north side."

Strong: "RFI-014: Gypsum board type conflict at Grid C-3, Level 2. Wall section 4/A-301 shows 5/8" Type X gypsum board. Spec Section 09 29 00, paragraph 2.2.A calls for 1/2" Type C at this rated assembly. Which product should be installed? We propose 5/8" Type X per the drawing, as it matches the UL assembly listed on A-001. Please confirm or advise by 10/9; board hanging on Level 2 starts 10/12."

The strong version names both documents, quotes the conflict, proposes an answer tied to another document, and explains the deadline.

Example 2: Missing Information

Weak: "Need dimension for the embed plates."

Strong: "RFI-021: Embed plate locations at canopy connection, Grid 7, east elevation. Detail 2/S-502 shows four embed plates at the canopy beam connection but gives no dimensions from grid or top of slab. Please provide horizontal dimensions from Grid 7 and vertical dimension from top of slab for each plate. Slab pour is scheduled for 10/15; embeds must be set by 10/13."

When information is missing, say exactly which dimensions or data you need and from what reference point.

Example 3: Field Condition That Differs from the Drawings

Weak: "Duct is in the way of the new beam. What do we do?"

Strong: "RFI-032: Existing duct conflicts with new beam W12x26, Room 214, Grid D-4. Demolition exposed an existing 24x12 supply duct running east-west at elevation 11'-2" AFF, which is not shown on M-101 existing conditions. New beam per 3/S-201 has bottom of steel at 11'-0". See attached photos 1 and 2 and field sketch. We propose relocating the duct above the beam into the joist space, which has approximately 14" clear (verified in field). Please confirm the relocation is acceptable or advise alternate routing. Steel erection in this area is scheduled for 10/20."

Field conditions need proof: photos, measurements, and how you verified them.

A Pre-Send RFI Checklist

Run through this list before any RFI leaves your office.

• Have I checked the full drawing set, spec book, and all addenda and previous RFI responses? (If the answer is already in the documents, the RFI wastes everyone's time and costs you credibility.)
• Is there exactly one question?
• Does the subject line describe the issue and location?
• Did I cite sheet, detail, spec section, paragraph, and physical location?
• Did I describe the condition clearly enough for someone who has never visited the site?
• Did I include a proposed solution, or explain why I cannot propose one?
• Is there a required response date with a reason?
• Are photos, markups, or sketches attached?
• Did I flag potential cost or schedule impact if there is any?
• If this came from a subcontractor, did I review it for completeness before forwarding?

What Should Not Be an RFI

Part of writing good RFIs is knowing when a different process fits better.

The answer is already in the documents. Search the drawings, specs, addenda, and RFI log first. An RFI answered with "See sheet A-501" delays your own work and makes reviewers slower to respond to your next one.

Product substitutions. If you want to use a different product than specified, use the substitution request procedure in the project's Division 01 (often Section 01 25 00). A substitution buried in an RFI can be missed, and the approval may not carry the same weight.

Change requests. If you already know the answer will change scope, cost, or time, start the change order process and give any contractually required notice. An RFI can document the question, but it should not be the only record of a claimed change.

Means and methods. How you sequence, shore, or hoist the work is generally the contractor's responsibility. Asking the architect how to build it can shift responsibility in ways nobody intended.

RFI vs. Submittal vs. Change Order

These three workflows are often managed together, and they feed each other, but they do different jobs.

	RFI	Submittal	Change order
Purpose	Clarify the contract documents	Show what you intend to install so the design team can review it	Modify the contract scope, price, or time
Who sends it	Contractor (subs route through the GC)	Contractor, with sub and supplier data	Contractor requests; owner approves
Who responds	Architect or engineer (owner for scope or contract questions)	Architect or engineer	Owner, often with the architect
Result	A written answer or clarification	Approved, approved as noted, revise and resubmit, or rejected	An executed contract modification

Here is how they connect on a typical job. A submittal review comment raises a question about a detail, which becomes an RFI. The RFI answer changes what is installed, which may require a revised submittal. If the answer adds work, it becomes the basis for a change order request. When you track all three, reference the related numbers on each record ("per RFI-032") so the trail is easy to follow later.

For the next steps in that chain, see our guides on the construction submittal process and how to price and document a change order.

What Happens After You Send an RFI

Routing. Subcontractor RFIs should go through the general contractor, who checks them for completeness and forwards them to the right reviewer. This keeps a single RFI log for the project and keeps the GC aware of every open question.

Numbering and logging. Give each RFI a unique sequential number (RFI-001, RFI-002) and log the date sent, the reviewer, the required date, and the status. Consistent numbering makes references unambiguous in meeting minutes, correspondence, and change orders.

Response targets. Agree on turnaround expectations during preconstruction, and check whether the contract or Division 01 already sets them. A common approach is a standard turnaround for routine questions and a shorter one for RFIs that are blocking active work. When reviewers know the expectation up front, follow-ups become a reminder rather than an argument.

Ball in court. At any moment, everyone should know who owes the next action. If the reviewer asked you a clarifying question, the ball is back with you, and the clock on their response should reflect that.

Closing the loop. When the answer arrives, confirm it actually answers the question. Distribute it to the foreman and any affected subs, and post the RFI number on the affected sheet of the current drawing set (a cloud and a note such as "See RFI-014" works) so the field is not building from the unrevised detail. Log the response date and close the RFI.

Common RFI Mistakes

Tracking RFIs only in email. Responses get buried in reply-all threads, and months later nobody can prove the question was asked or what the answer was. Keep the question, answer, and attachments together in one log.

Acting on verbal answers. If the architect answers on a site walk or a phone call, document it in writing the same day and ask them to confirm through the RFI. Undocumented direction is hard to defend later.

Using RFIs to stall or to fish. A flood of low-value RFIs slows down responses to the ones that matter and can look like groundwork for claims. Ask what you genuinely need.

Not flagging urgency. Reviewers juggle many projects. If an RFI is blocking work, say so plainly and give the date.

Forgetting to update the field. An answered RFI that never reaches the crew is almost as bad as an unanswered one.

Frequently Asked Questions

How many RFIs is normal on a construction project?
It varies widely with project type, complexity, delivery method, and the completeness of the documents. Renovation work and projects with incomplete documents tend to generate more. Rather than comparing to an outside number, watch your own trend: a sudden rise often points to a drawing set or discipline that needs coordination.

Who is responsible for answering RFIs?
The design team, typically the architect or engineer of record, answers questions about design intent, specification interpretation, and document conflicts. The owner or owner's representative answers questions about scope decisions, budget, or contract interpretation. The contract documents usually define the routing.

Can an RFI be used to justify a change order?
Yes. An RFI response that directs you to do something different from the contract documents is often the basis for a change order request. The RFI record (question, response, and attachments) becomes part of your change order backup. Still follow your contract's separate notice requirements for changes.

What is the difference between an RFI and a submittal?
An RFI asks a question about the contract documents. A submittal shows the design team the specific product, shop drawing, or sample you plan to use so they can review it before you buy or install. RFIs seek clarification; submittals seek review and approval.

Should subcontractors send RFIs directly to the architect?
On most projects, no. Subcontractor RFIs go through the general contractor, who reviews them for completeness and forwards them. Direct sub-to-designer communication creates tracking gaps and can cause the GC to miss answers that affect other trades.

How long should an RFI response take?
Whatever the contract or your preconstruction agreement says. If nothing is written down, agree on targets early, with a faster turnaround for RFIs that are blocking work, and put the required date on every RFI.

Tracking the RFIs You Write

A well-written RFI still needs to be tracked until it is answered and closed. If you are managing a handful of RFIs, our free RFI log template (Excel) gives you numbering, dates, ball-in-court, and status columns to start with.

When the log outgrows a spreadsheet, AECify's RFI management software handles sequential numbering, ball-in-court tracking, reviewer notifications and deadline reminders, and keeps the question, response, and attachments together in one searchable, exportable record.