RFIs management is a core responsibility of an architect during Construction Administration. They’ll clarify details, resolve conflicts, and keep the project aligned with the construction documents.

A typical project generates hundreds of RFIs. Many arrive when work is already underway. Delays cost $$$ so speed and accuracy matter.

The most effective teams reduce delays by creating a clear, structured RFI process. This includes consistent documentation, fast field capture, and a reliable method for tracking responses.

Layer supports this workflow by linking RFIs to drawings, locations, and project data. These connections reduce errors and improve response times across the team.

Why Most RFI Workflows Break Down

Many firms still rely on email, PDFs, and spreadsheets. These tools are static. They do not update automatically. They also cannot connect RFIs to the locations or elements involved.

This causes common problems:

• RFIs without enough context

• Missing attachments

• Duplicate questions

• Lost responses

• Slow communication between the field and the office

• Manual updates across multiple files

These issues increase risk and create unnecessary rework. An organized RFI workflow solves these problems before they grow.

How to create a more effective RFI process

Capture Field Conditions Quickly

Many RFIs start in the field. Contractors often identify conflicts when walls, systems, or rough ins are already in place. Timely documentation is essential.

Your process should make it easy. It could look something like this:

1. Open a mobile form

2. Add photos

3. Tag rooms or model elements

4. Highlight conditions directly on a floor plan

5. Submit the RFI without delays

Standardize Every RFI

Standard forms create consistency which helps architects respond faster and reduces follow up questions.

A complete RFI should include:

• A single question

• The drawing or detail reference

• A clear location

• Photos or existing conditions

• A proposed path if applicable

• A required date

Use a Central Source of Truth

Every RFI affects work elsewhere in the project. Responses need to move across teams quickly. Email threads and spreadsheets cannot maintain a clear history. Your system should allow you to sort or filter by:

• Status

• Trade

• Location

• Priority

• Due date

This supports weekly coordination meetings and status reviews and provides a record of what was resolved, when it was resolved, and who reviewed it.

Connect RFIs to Drawings and Models

Many RFI issues are visual. Contractors need to show the exact location on the plan. Architects need to reference the detail quickly.

Make sure your RFI workflow includes a way to quickly communicate where exactly in the building the question is about by tagging the question to the appropriate model, elevation, sheet, or floorplan.

This eliminates guesswork and ensures each RFI stays connected to its context. Teams don’t need to switch between folders, email threads, and PDFs.

Track Responses and Deadlines

One of the most common project delays is late RFI responses. Storing all of your records in a system that everyone is connected to will help the team stay on track by:

• Assigning reviewers

• Setting due dates

• Sending notifications

• Keeping a log of responses

• Showing overdue items in a dashboard

This improves accountability and reduces the risk of missed deadlines.

Reduce Duplicate RFIs

Large projects often see repeated questions. A central system reduces duplicates by allowing teams to search previously resolved RFIs.

Why? You’ve stored each question and response. Anyone on the team can search past issues before sending a new request. This reduces unnecessary workload and improves consistency across the project.

Improve Documentation for Closeout

RFIs form part of the project’s official record. They explain why certain decisions were made and how issues were resolved. Keeping records digitally means there’s a traceable record everyone can look back on. Bonus, it’s easy to export because…

You’ll need a full history that can be shared with the owner at closeout. This supports their operations and future renovations; it also provides transparency for warranty and maintenance tasks.

Best Practices for an Effective RFI Workflow

Use these practices to keep your RFI process efficient:

How Layer Supports RFI Management

Layer improves the RFI process through:

• Mobile field capture

• Prebuilt templates

• Floor plan and model linking

• Status tracking

• Assignments and notifications

• Shared dashboards

• Searchable project history

Responding to RFIs can be seem like a burden, but they're an essential part of the CA process. Making this process as straightforward as possible will help you and the General Contractor stay on the same page so your design vision meets reality and they can deliver the building on time to the Owner so they stay happy.

Remember: Happier Clients = More Projects

Further Resources

• Layer RFI Template →

• Construction Administration Template →