Construction Administration
Construction Administration
Construction Administration
The Complete Guide to RFIs in Construction Administration
The Complete Guide to RFIs in Construction Administration
The Complete Guide to RFIs in Construction Administration
A Request for Information clarifies design and construction issues. Learn how RFIs work, typical response times, and how to manage them effectively during CA.
Mike Lee
Mike Lee
Mike Lee
Updated: Nov 20, 2025
Research shows that the average construction project generates more than 800 RFIs.
Large projects can exceed 1,400 RFIs over a five year period. Response times range from 6.4 to 9.7 days based on the region. Smaller projects see the highest impact, with more than 17 RFIs per one million dollars of construction value.
This workload affects profit, coordination, and construction timelines.
RFIs are essential for resolving questions and clarifying design intent. They keep the project aligned with the construction documents. Without a structured process, RFIs can delay work and increase risk.
What is an RFI in Construction
An RFI, or Request for Information, is a formal question used to clarify drawings, specifications, or contract requirements. RFIs help address missing information or conflicts in the construction documents. They are typically created by the general contractor, but subcontractors may initiate them as well.
Once issued, RFIs are reviewed by the architect, engineer, or owner. Responses are then shared with all relevant parties. RFIs are central to Construction Administration and support the execution of design intent.
Why RFIs Occur
RFIs are created when field conditions do not match the construction documents. They may also arise from unclear details, missing information, or coordination conflicts among trades.
RFIs document these issues and record the resolution for the entire team.
Typical RFI Response Times
RFI response times vary by region and project type.
Current industry averages are:
6.4 days in the western United States
9.1 days in the Midwest
9.7 days in the Southeast
Faster response times for projects under five million dollars
Slower response times for projects over fifty million dollars
Late responses affect sequencing and may increase costs. Clear documentation and structured workflows support timely resolution.
How to Raise an RFI on Site
RFIs should follow a clear and consistent process. This helps the reviewer understand the issue and respond quickly.
Here are our suggestions:
Identify the issue in the field or in the drawings.
Verify the conflict with the construction documents.
Collect supporting information such as photos or plan references.
Draft a concise question with a single objective.
Suggest a potential path if appropriate.
Submit the RFI to the architect or engineer.
Track the response time and distribute the resolution.
Update field staff once the response is approved.
What should you include in an RFI?
Construction RFIs usually include:
A concise question or request
The specific location or detail reference
Plan sheets, sections, or elevations
Photos or site documentation
The reason for the request
A proposed deadline
The contractor's information
Any suggested solution
Simple RFIs receive faster responses.
RFI Template for Construction
Below is a clean template you can copy and paste into a word processor or other tool:
Project Name:
Contractor:
Date Submitted:
Subject:
Location:
Drawing Reference:
Question: (Write a single clear question.) Background: (Explain the issue with brief context.) Attachments: (List photos, sketches, or sheets.) Requested Response Date: Proposed Solution: (Optional.) Reviewer:
Response:
Date Returned:
Types of RFIs in Construction
RFIs can range from queries about material specifications to requests for clarification on design drawings or construction techniques. Some common types include:
Design Clarification RFIs
Design Clarification RFIs seek further details or explanations about the design aspects of a project. They are often raised by contractors or subcontractors who require a deeper understanding of the drawings or specifications provided by the project’s architects or engineers. Design clarification RFIs ensure that the construction adheres to the intended design, preventing costly modifications later in the project.
Construction Coordination RFIs
Coordination RFIs are essential in complex projects involving multiple trades or disciplines. They address the logistical and scheduling aspects of work execution. This ensures that the effort of all parties is synchronized. This type of RFI may cover topics like work sequencing, site access for different contractors, or timing of material deliveries.
Material or Product Substitution RFIs
When specified materials are unavailable, too expensive, or deemed unsuitable for some reason, contractors may suggest alternatives through a material or product substitution RFI. These RFIs must include detailed comparisons to justify the substitution. This ensures that the alternative materials meet the project’s standards and requirements.
Site Condition Inquiries
Site condition RFIs arise when the actual site conditions differ from those described in the construction documents. These can cover unforeseen obstacles, discrepancies in existing structures, or environmental concerns that could impact the project. Addressing these issues early through RFIs helps in mitigating risks associated with delays and cost overruns.
Constructability Issues
Constructability RFIs question the feasibility of executing the design as specified in the construction documents. Contractors raise these RFIs when they believe a design detail cannot be constructed in the proposed manner. They may also suggest a more efficient alternative that could save time or reduce costs without compromising quality.
Timing and Phasing
These RFIs seek to adjust the project schedule or phase certain tasks differently from the initial plan. They are crucial for dynamic project environments where external factors, such as weather conditions or delayed permits, affect the original project schedule.
When a contractor identifies a potential improvement to the project’s design that could enhance functionality, reduce costs, or mitigate potential issues, they may submit a design change RFI. This type of RFI requires a detailed explanation of the proposed change and its benefits to the project.
Utility Conflict RFIs
Utility conflict RFIs are raised when existing utilities (e.g., water, gas, electricity) conflict with the planned construction activities. These RFIs are critical for preventing damage to existing infrastructure and ensuring the safety of the construction environment.
The RFI Process in Construction
The core steps in the RFI workflow are:
Identify the issue.
Draft the RFI.
Submit to the architect or engineer.
Receive the response.
Distribute the answer.
Update the field team.
Record the resolution.
Modify drawings if required.
A consistent process reduces confusion and protects documentation quality.
Best Practices for Construction RFIs
1. Write a Clear Request
Writing an RFI involves articulating the query clearly and concisely, providing sufficient background information & if possible, suggesting potential solutions or alternatives. A well-crafted RFI should be easy to understand & reply to, but also aid smooth progression of the project.
2. Respond Quickly
Responding to an RFI requires the recipient to provide the requested information or clarification in a clear and comprehensive manner. Timely responses are crucial to maintain project momentum and avoid unnecessary delays. The RFI response should address the query directly, offering solutions or further instructions as needed.
3. Add Supporting Documentation
Attach photos, plan sheets, or sketches that clearly relate to your question.
4. Use a Structured System Instead of Spreadsheets
Spreadsheets and Word documents are static. Even if the document is hosted on a file-sharing service, they may not instantly update and they do not have built-in notification capabilities.
5. Standardize
Use a consistent form for every RFI. A template helps reviewers understand the structure. It also reduces missing information.
RFIs are a necessary part of Construction Administration. A clear and efficient RFI process helps protect the project, reduce risk, and keep work moving.
Further Resources
Articles that show how RFIs connect to wider CA tasks and coordination activities.
RFI Templates and Tools
Resources to help standardize your process and reduce manual work.
Related Process Guides
Articles that support adjacent tasks that often generate RFIs.
Research shows that the average construction project generates more than 800 RFIs.
Large projects can exceed 1,400 RFIs over a five year period. Response times range from 6.4 to 9.7 days based on the region. Smaller projects see the highest impact, with more than 17 RFIs per one million dollars of construction value.
This workload affects profit, coordination, and construction timelines.
RFIs are essential for resolving questions and clarifying design intent. They keep the project aligned with the construction documents. Without a structured process, RFIs can delay work and increase risk.
What is an RFI in Construction
An RFI, or Request for Information, is a formal question used to clarify drawings, specifications, or contract requirements. RFIs help address missing information or conflicts in the construction documents. They are typically created by the general contractor, but subcontractors may initiate them as well.
Once issued, RFIs are reviewed by the architect, engineer, or owner. Responses are then shared with all relevant parties. RFIs are central to Construction Administration and support the execution of design intent.
Why RFIs Occur
RFIs are created when field conditions do not match the construction documents. They may also arise from unclear details, missing information, or coordination conflicts among trades.
RFIs document these issues and record the resolution for the entire team.
Typical RFI Response Times
RFI response times vary by region and project type.
Current industry averages are:
6.4 days in the western United States
9.1 days in the Midwest
9.7 days in the Southeast
Faster response times for projects under five million dollars
Slower response times for projects over fifty million dollars
Late responses affect sequencing and may increase costs. Clear documentation and structured workflows support timely resolution.
How to Raise an RFI on Site
RFIs should follow a clear and consistent process. This helps the reviewer understand the issue and respond quickly.
Here are our suggestions:
Identify the issue in the field or in the drawings.
Verify the conflict with the construction documents.
Collect supporting information such as photos or plan references.
Draft a concise question with a single objective.
Suggest a potential path if appropriate.
Submit the RFI to the architect or engineer.
Track the response time and distribute the resolution.
Update field staff once the response is approved.
What should you include in an RFI?
Construction RFIs usually include:
A concise question or request
The specific location or detail reference
Plan sheets, sections, or elevations
Photos or site documentation
The reason for the request
A proposed deadline
The contractor's information
Any suggested solution
Simple RFIs receive faster responses.
RFI Template for Construction
Below is a clean template you can copy and paste into a word processor or other tool:
Project Name:
Contractor:
Date Submitted:
Subject:
Location:
Drawing Reference:
Question: (Write a single clear question.) Background: (Explain the issue with brief context.) Attachments: (List photos, sketches, or sheets.) Requested Response Date: Proposed Solution: (Optional.) Reviewer:
Response:
Date Returned:
Types of RFIs in Construction
RFIs can range from queries about material specifications to requests for clarification on design drawings or construction techniques. Some common types include:
Design Clarification RFIs
Design Clarification RFIs seek further details or explanations about the design aspects of a project. They are often raised by contractors or subcontractors who require a deeper understanding of the drawings or specifications provided by the project’s architects or engineers. Design clarification RFIs ensure that the construction adheres to the intended design, preventing costly modifications later in the project.
Construction Coordination RFIs
Coordination RFIs are essential in complex projects involving multiple trades or disciplines. They address the logistical and scheduling aspects of work execution. This ensures that the effort of all parties is synchronized. This type of RFI may cover topics like work sequencing, site access for different contractors, or timing of material deliveries.
Material or Product Substitution RFIs
When specified materials are unavailable, too expensive, or deemed unsuitable for some reason, contractors may suggest alternatives through a material or product substitution RFI. These RFIs must include detailed comparisons to justify the substitution. This ensures that the alternative materials meet the project’s standards and requirements.
Site Condition Inquiries
Site condition RFIs arise when the actual site conditions differ from those described in the construction documents. These can cover unforeseen obstacles, discrepancies in existing structures, or environmental concerns that could impact the project. Addressing these issues early through RFIs helps in mitigating risks associated with delays and cost overruns.
Constructability Issues
Constructability RFIs question the feasibility of executing the design as specified in the construction documents. Contractors raise these RFIs when they believe a design detail cannot be constructed in the proposed manner. They may also suggest a more efficient alternative that could save time or reduce costs without compromising quality.
Timing and Phasing
These RFIs seek to adjust the project schedule or phase certain tasks differently from the initial plan. They are crucial for dynamic project environments where external factors, such as weather conditions or delayed permits, affect the original project schedule.
When a contractor identifies a potential improvement to the project’s design that could enhance functionality, reduce costs, or mitigate potential issues, they may submit a design change RFI. This type of RFI requires a detailed explanation of the proposed change and its benefits to the project.
Utility Conflict RFIs
Utility conflict RFIs are raised when existing utilities (e.g., water, gas, electricity) conflict with the planned construction activities. These RFIs are critical for preventing damage to existing infrastructure and ensuring the safety of the construction environment.
The RFI Process in Construction
The core steps in the RFI workflow are:
Identify the issue.
Draft the RFI.
Submit to the architect or engineer.
Receive the response.
Distribute the answer.
Update the field team.
Record the resolution.
Modify drawings if required.
A consistent process reduces confusion and protects documentation quality.
Best Practices for Construction RFIs
1. Write a Clear Request
Writing an RFI involves articulating the query clearly and concisely, providing sufficient background information & if possible, suggesting potential solutions or alternatives. A well-crafted RFI should be easy to understand & reply to, but also aid smooth progression of the project.
2. Respond Quickly
Responding to an RFI requires the recipient to provide the requested information or clarification in a clear and comprehensive manner. Timely responses are crucial to maintain project momentum and avoid unnecessary delays. The RFI response should address the query directly, offering solutions or further instructions as needed.
3. Add Supporting Documentation
Attach photos, plan sheets, or sketches that clearly relate to your question.
4. Use a Structured System Instead of Spreadsheets
Spreadsheets and Word documents are static. Even if the document is hosted on a file-sharing service, they may not instantly update and they do not have built-in notification capabilities.
5. Standardize
Use a consistent form for every RFI. A template helps reviewers understand the structure. It also reduces missing information.
RFIs are a necessary part of Construction Administration. A clear and efficient RFI process helps protect the project, reduce risk, and keep work moving.
Further Resources
Articles that show how RFIs connect to wider CA tasks and coordination activities.
RFI Templates and Tools
Resources to help standardize your process and reduce manual work.
Related Process Guides
Articles that support adjacent tasks that often generate RFIs.
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Published: Nov 10, 2025
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