A construction RFI (Request for Information) is a formal document used to clarify missing or conflicting information in the project plans and specifications. It’s submitted to the engineer, architect, or owner — and the response often determines whether work moves forward or stops cold.
If you’re a project engineer or PM, you’ll write RFIs constantly. A good one is clear and keeps the work flowing steadily. A bad one creates more confusion, raises more questions, and ends up delaying the project. This article walks through a real RFI I wrote on a recent HVAC project, the exact format I use, and the mistakes I see new PMs make.
This article will go over the following topics:
- Components of a Construction RFI
- What to Include When Writing the RFI
- A Real-Life Example Construction RFI
- Tips for Writing Effective RFIs
- Common RFI Mistakes to Avoid
- Frequently Asked Questions
A Free Construction RFI Template
You can use the link below if you need free templates.
This is a Google Sheets template that anyone can use.
Components of a Construction RFI
In the image below, you will find the example construction RFI I will reference throughout the article.
Here’s a list of the RFI template items with brief descriptions.
- Project Name: The name of the project you’re working on when creating the RFI.
- Answer Required By or Intended Recipient: The project’s design team or architect firm should be included in this field.
- Contractor: The name of your construction company.
- RFI Number: Track the numerous RFIs on the project using this field.
- Date: Date when the RFI was submitted.
- Date Response Required: When you expect to receive a response. Typical contractual response times are 14 to 21 days. Industry data shows the median actual response time is 9.7 days, with about 22% of RFIs going unanswered (Navigant Construction Forum study).
- Cost Impact: Select either “Yes” or “No” if the issue found will result in additional work and added cost.
- Time Impact: Select either “Yes” or “No” if the issue found will result in additional work and require more time to complete.
- RFI Question: Describe and identify the issue. Provide possible solutions and note any cost or time impact.
- Name/Position: Your name and position so the engineer or architect knows who to contact. Occasionally they’ll want to discuss what you found and work out a solution on the phone.
PM tip: I keep a template for each project I’m working on with the common fields (project name, contractor info, format) already filled in. Saves time and avoids the monotony of re-entering the same info on every RFI.
What to Include When Writing the RFI
Identify the Location of the Issue
I always start the RFI by referring to where I found the issue. This will generally be a reference to the construction contract plans, shop drawings, or specifications.
In the example construction RFI, notice how I immediately include the drawing sheet numbers. It allows the reviewer to quickly understand where the issue lies.
Be as specific as possible when writing down where you found the problem. If you found an incorrect detail on a specific page, reference the page and then the detail.
For example, let’s say the drawings have a detail callout 5/M401 on sheet M202. You look at the project details and find that it’s incorrect and would cause issues. Start the RFI like this: “On sheet M202, the drawings display detail M401 for…” Then continue describing the issue.
Describing the Issue in the RFI
When describing the issue, keep it clear and concise. Try to explain the issue with the least amount of words possible. A lengthy RFI isn’t wrong, but it can cause confusion.
Look at the example above. In the first two paragraphs, I’ve clearly stated what the drawings show.
The following paragraph is a single sentence that covers both the issue and provides a solution. It’s also good to offer an alternative solution, so the project owner has some options.
It sums up that we can’t power 208v equipment with 120v. If you can, state the issue within a single sentence. Doing this will force you to find the best way to write the RFI clearly. Additionally, include the pages that you’re referencing in the question with the RFI form.
Proposing Some Solutions and Stating the Impact
Once the issue is stated, suggest some solutions. I recommend giving solutions for the engineer or architect to choose from. It helps to expedite the review process.
The image below shows the solution I provided to the engineer on the project referenced earlier.
If you leave the RFI open-ended, it may take them longer to develop a solution.
Occasionally, the engineer or architect won’t accept the solutions provided and respond independently. Don’t be offended if your options aren’t selected — determine the impact of their response instead. “Impact” refers to the additional cost or amount of time required to complete the new work. You’ll need to figure out if the response from the engineer or architect is out of scope.
Additionally, when you write in the solutions, consider mentioning if there’s a cost or time impact associated with it. Providing this key information can help with the decision-making process.
Common Mistake from Junior Engineers
The hardest part of writing an RFI is finding the balance between too much and too little. Write too much and you create confusion. Write too little and the engineer can’t act on it. The RFI structure helps you stay in the middle — identify the problem, propose solutions if you have any, and reference exact locations (page number, detail callout, or spec section and subsection).
AI tools can help with grammar and clarity now, which is a real time-saver. But always review what AI gives you before sending. The engineer reviewing your RFI doesn’t care that AI wrote it — they care that the question is clear.
An Example Construction RFI
Let’s look at the example construction RFI shown earlier in the article. I had to make this exact RFI for one of my projects where I found a discrepancy.
The scope of work for this project was to replace the HVAC system in the building. The owner wanted a design change from chilled water to Mitsubishi’s VRF system.
The note in the image above indicates which units to remove.
The next photo displays what units will be used as replacements. This is important when referencing the equipment schedule.
Your equipment schedule will include all the building’s new and sometimes existing equipment. It’s an excellent item to reference when confirming your order meets the design.
We can see here the design specification for FCU 1-13 & 1-14. The power requirement is 208v.
It seemed like a straightforward project until I got to the electrical plans.
A small note on the floor plans stated, “Disconnect existing 120v circuit… & reconnect to new FCU.” Looking back at the mechanical equipment schedule, the new FCUs require 208v.
I knew I had to reach out to the owner and ask them how they would like to proceed. The best way to do this is by generating a construction RFI.
I followed these next steps when creating the RFI:
- State the conditions shown in the plans or specs
- Identify the issue
- Propose solutions
- Provide any cost or time impact
By keeping the RFI short and limiting the options I could push for timely responses. The owner notified me they will be performing an upgrade to use the 208v FCUs. All that was left was providing an official change order to cover the cost of the additional work.
Another Common RFI: DDC Panel Locations
Another RFI I find myself writing often: DDC (direct digital control) panel locations getting missed on the electrical plans. Those omissions are easy to overlook in design review but become a real problem in the field once the trades start coordinating. Same RFI format applies — identify where the panel should be located, reference the relevant sheets, and propose a location if you have one in mind.
Tips for Writing an Effective Construction RFI
Here’s a list of tips to consider when writing your next RFI.
- Be clear and concise. A clear and concise RFI avoids confusion and produces a response sooner. Think about writing it in the least amount of words possible.
- Collaborate with team members. When learning to write an RFI, I constantly bugged my boss for feedback. It took some practice until I could create RFIs to send independently. Have project team members review the RFI for accuracy of specific questions and solutions.
- Follow up regularly. Sometimes the RFI gets stuck in the review process. As the PM or project engineer, you have to follow up — a polite follow-up email usually does the trick.
- One RFI, one issue. Bundling multiple unrelated questions into one RFI creates confusion. Different people may need to respond to different issues, and tracking responses gets messy. Submit them separately.
- Submit early. With a 9.7-day median response time and 22% of RFIs going unanswered, sitting on an RFI delays equipment and material orders. FMI/PlanGrid research ties poor information flow to $177B in annual construction overspend — RFI lag is a major contributor. Submit as soon as you’ve confirmed the issue exists.
- Review the plans thoroughly and visualize the install. This is the tip that takes experience to develop. Walk through how the work will actually happen in your head. The questions that come up — that’s where the RFIs are. You’ll get better at spotting what doesn’t work as you gain experience, and that’s the skill that separates good PMs from average ones.
Mistakes to Avoid When Writing a Construction RFI
When writing an RFI, avoid the following mistakes.
- Lack of information. When there’s insufficient information in the RFI, it makes the issue hard to identify. For example, stating that there’s an issue with the original plans but not mentioning the sheet. The engineer can’t respond without further information.
- Poorly worded or casual tone. RFIs are formal documents. Don’t write them like you’re texting a friend. Keep the tone professional and neutral, even if you’re frustrated about the issue.
- Submitting an RFI when the answer is already in the documents. Industry data shows about 13% of RFIs are “not justifiable” because the answer already exists in the plans or specs. Review thoroughly before submitting. It costs the project time and money when you don’t.
- Confusing what an RFI authorizes. An RFI clarifies missing or conflicting information. It doesn’t authorize cost or schedule changes by itself — that’s what a formal contract modification is for (the AGC-USACE Joint Study on Construction Contract Modifications walks through the formal process). That said, an RFI can lead to a change order — for example, if the engineer realizes there’s a design flaw and issues revised drawings, that revision can trigger a change order. The RFI identifies the issue; the change order handles the cost and schedule impact.
Frequently Asked Questions
How long does it take to get an RFI response?
Typical contractual response time is 14 to 21 days. Industry data tells a different story: a 2013 Navigant Construction Forum study of over 1 million RFIs across 1,300+ projects found the median actual response time is 9.7 days, with about 22% of RFIs going unanswered entirely. The takeaway: don’t sit on an RFI. The earlier you submit, the less it impacts your schedule.
What’s the difference between an RFI and a submittal?
An RFI asks a question to clarify missing or conflicting information in the plans and specs. A submittal sends documentation (cut sheets, shop drawings, warranty info, certifications) for engineer approval before equipment is ordered. RFIs are reactive — they address problems as they’re discovered. Submittals are proactive — they confirm what you’re about to order is what the project requires. Both typically move through the project team via a construction transmittal.
What’s the difference between an RFI and a change order?
An RFI clarifies. A change order authorizes additional work, additional cost, or a schedule extension. They’re different documents handling different things, but they often work together — an RFI can identify an issue, the engineer’s response may require revised drawings, and those revised drawings can trigger a change order to cover the additional scope.
Can an RFI authorize a change in cost or schedule?
No. An RFI is a clarification document — it asks a question and gets an answer. If that answer requires additional work, added cost, or more time, you need a separate change order to authorize it. Treating an RFI like a change order is a common mistake that can leave a contractor doing out-of-scope work without getting paid for it.
Who writes an RFI in construction?
It depends on the company and project size. At smaller HVAC contractors, the PM typically writes most or all of the RFIs themselves. At larger companies, the work gets split — project engineers handle RFIs for their specific scope while the PM reviews. Either way, the RFI comes from the contractor or subcontractor and goes to the GC, engineer, architect, or owner depending on the project structure.
Conclusion
RFIs are one of the most powerful documentation tools in construction. They protect your company from doing out-of-scope work without getting paid, and they keep the project moving when the plans are unclear.
If you’re new to the industry, start writing RFIs early in your career. Ask your supervisor to review the first few before you send them off. With repetition, you’ll develop an intuition for spotting issues during plan review — and that’s the skill that separates good engineers and PMs from average ones.
If you want to go deeper, check out my post on the project engineer role or what is a construction RFI for the foundation behind this article.
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