What Are RFIs In Construction? A Complete Guide for Contractors 

In construction, an RFI stands for Request for Information and is a formal document used to request information about a specific aspect of a project. Its purpose is to clarify further information from a specific team or about specific details of the construction project.   

An RFI is submitted by contractors, suppliers, or anyone involved as a stakeholder in the project. RFIs are critical for construction businesses because they answer team members' questions about the project and eliminate confusion.  

RFIs are used in commercial construction projects, residential projects and design projects. An important aspect of an RFI is that everything is documented and kept for record-keeping purposes to ensure all issues are addressed throughout the duration of the construction project.  

Depending on the scope of the construction project, there are various types of construction RFIs. All RFIs are used to obtain further details or clarity on a project. However, certain RFIs may pertain to one project area, such as design, technical, and more.  

Here are a few types of construction RFIs and their purposes.  

Design RFIs  

A Design RFI aims to clarify the design intent of a construction project during the architectural process. These clarifications could be on the layout of a project, where a window will be installed, or on design elements to meet the project's visual goals.  

Material and Product RFIs 

Material and product RFIs request information on materials and products that will be used during the project. For example, they could request information on the type of concrete to be used or information about the approved suppliers.  

Technical RFIs 

Technical RFIs clarify technical details of a project, such as systems used, a certain process to be followed, or equipment that will be used. An example of this could be the plumbing details or a specific safety alarm to be used in a building.  

Code RFIs 

Code RFIs ensure the construction project complies with local, state, or federal regulations that enforce building codes. An example of this could be accessibility regulations or an emergency exit that must be installed in a building.  

Onsite RFIs  

Onsite RFIs are specific to the construction site and are used to clarify any issues that are happening where a construction project is taking place in the field. They can be used to address any issues encountered on-site. An example of this could be foundation problems, elements such as buried pipes, or unexpected delays on-site.  

RFIs differ from RFPs (Request for Proposals), RFQs (Request for Quotations), and RFTs (Request for Tenders). However, all three are used in the construction industry to request information and communicate project details. Each is used at different project stages and serves a different purpose.  

RFP (Request for Proposal)  

An RFP gathers detailed proposals from potential contractors, suppliers, and service providers. It should outline the scope of work and key objectives and expectations. RFPs include every detail, such as pricing, the contractor's approach to the job, and a timeline to complete the work. 

RFPs differ from RFIs because RFPs are solicited and used before a construction project begins, such as during the bidding process. While RFIs are used at any point in the project.  

RFQ (Request for Quotations) 

An RFQ requests specific pricing for services and goods for a construction project. RFQs are issued when a project manager or owner knows exactly what is needed and is searching for the best price.  

RFQs differ from RFIs because they should take place before a project begins. RFQs are used to obtain the exact price of a specific product or service. The main goal is to collect a pricing list from all vendors and subcontractors before the project begins.  

RFT (Request for Tenders) 

RFTs are more commonly used with larger-scope projects. They are more specific with details and are considered a formal process.  

RFTs differ from RFIs because governments or large organizations use them before a project begins to gather competitive bids for the construction project. A typical RFT will include the entire scope of the work, specific details, and terms and conditions

RFIs are communication tools used throughout a construction project to ensure it runs efficiently and is completed. They are important in construction because they clarify uncertainties about the project, help avoid delays, and improve team communication.  

• Clarifies uncertainties and answers questions 
• Helps avoid delays  
• Documents changes  
• Improves communication  

Clarifies uncertainties and answers questions  

RFIs are important in construction because they clarify any uncertainties about project details and answer team members' questions.  

Certain aspects or details may not be as clear to one team throughout the construction project. RFIs come in to communicate and answer questions. RFIs allow contractors and project managers to seek clarification on any ambiguities to help prevent mistakes and misunderstandings that could lead to a bad job.  

Helps avoid delays  

RFIs help avoid delays by communicating any issues that could come up. Contractors could process with assumptions without an RFI, leading to work delays. An RFI will clarify any issues and minimize time-consuming errors.  

Documents changes  

RFIs are great at documenting changes made during the construction process. They create a paper trail meant to be kept for reference throughout the project and used for future disputes or changes. RFIs ultimately foster a sense of transparency by ensuring that every construction project process is well-documented.  

Improves communication  

RFIs ultimately improve communication between teams and stakeholders in construction projects, both on-site and off-site. They can inform multiple teams about any missing information and ensure everyone is aware of issues in real-time.  

Writing an RFI for construction should be clear, concise, and organized so anyone who reads it can understand it. A clear and well-written RFI will also ensure that the needed information is responded to in a timely manner.  

Here is a step-by-step guide on how to write a clear RFI. 

Step 1 - Include the project details:  

• Clearly state the project name.  
• Write an RFI number for tracking purposes.  
• Include the date the RFI is being written and submitted.  
• Requested By: In the RFI, state who is submitting it.  
• Include contact information. 

Step 2 - Write a clear and specific subject line:  

This should communicate clearly what the RFI is for.  

Step 3 - Write a description of the issue or question that needs to be answered in the RFI 

• Describe the problem. 
• Reference any previous RFIs or construction documents.  

Step 4 - Provide extensive context 

• Explain the context of the question and the information you are requesting.  
• Attach any supporting documents or information.  

Step 5 - State the requested information in the RFI  

This could be a design RFI, material RFI, code RFI, etc.  

Step 6 - State the urgency of the RFI and a deadline response 

Step 7 - Close out your RFI with the contact information 

Construction RFIs are meant to ensure a project runs smoothly and is completed well. Not following RFI best practices could lead to inconsistent plans, major project delays, and low quality work.   

Follow these best practices when creating an RFI to ensure your construction job is completed efficiently.  

1. Be clear and concise  

As mentioned in how to write an RFI, it is always important to be clear and concise to reduce ambiguities in the RFI itself. Clearly state the issue and information being requested. Attach any supporting documents, and ask direct questions that could be answered. Avoid open-ended questions.  

2. Use the same RFI format consistently 

To avoid inconsistencies, always use the same RFI format throughout the project. If there are no templates to follow, create your own and stick to it throughout the duration of your project. A consistent template will help you find previous RFIs more easily.  

3. Set clear deadlines  

Set clear deadlines in your RFIs so they can be answered in a timely manner. Mark your RFIs based on urgency and which ones need to be prioritized if submitting multiple RFIs.  

4. Track your RFIs and responses 

Track your RFIs and responses to ensure you receive them within your deadline.  

5. Limit the number of submitted RFIs 

Having an excessive amount of RFIs will indicate poor planning in the bidding and planning phase. Limit the number of RFIs you submit to avoid further confusion. If possible, consolidate RFIs based on the type you are submitting and which team you are submitting it to.  

6. Respond to RFIs accurately  

If you are a project manager receiving an RFI, ensure you respond to them accurately and timely, along with all the correct information.  

Overall, RFIs are important in construction. RFIs are a communication tool to ensure your construction project is done well and efficiently.