An RFI (request for information) is a formal written question from the contractor to the design team when the construction documents are unclear, incomplete or in conflict. It asks for a specific answer, such as which dimension governs, which detail applies, or how two systems should meet, and the design team's written response becomes part of the project record. A good RFI asks one question, points to the exact sheets and details involved, and proposes a solution.
What does an RFI contain?
| Field | What goes in it |
|---|---|
| RFI number | Sequential per project, for example RFI-052 |
| Date and required-by date | When it was sent and when an answer is needed to avoid delay |
| Subject | A short title: "Beam B12 bearing on grid C/4" |
| References | Sheet numbers, detail numbers, specification sections, revision codes |
| Question | One clear question |
| Proposed solution | The contractor's suggestion, often with a marked-up sketch |
| Impact | Possible cost or schedule impact, if any |
| Response | The design team's answer, with date and name |
When should a contractor send an RFI?
- Two drawings show different dimensions for the same element.
- A detail is referenced but missing from the set.
- The drawings and the specification say different things.
- A site condition differs from what the drawings assume.
- A product specified is no longer available and a decision is needed.
An RFI is not the right tool for requesting a change in scope (that is a change order request) or for proposing a substitute product (usually a substitution request under the specification).
How to write an RFI that gets a fast answer
- One question per RFI. Three questions in one RFI get one answer.
- Reference exact locations. "Detail 5/A-501 and section 2/A-301 at grid C/4" beats "the stair".
- Attach a marked-up extract. A cloud around the conflict on each sheet removes most of the back-and-forth.
- Propose a solution. "Proceed with 1200 mm per 5/A-501 unless directed otherwise" lets the designer answer with one word.
- State the deadline and why. "Formwork for this wall starts on 3 November."
How the design team should answer
- Answer the question asked, in writing, and reference the drawings that govern.
- If the answer changes the drawings, issue a revised sheet (with a revision cloud and a new row in the revision block) or a sketch, so the change does not live only in an email.
- If the answer has cost or time impact, say so, so it can be handled as a change.
Marking up RFIs on PDFs
Most RFIs carry a PDF extract with the conflict circled on both sheets. Any PDF tool with clouds, text and comments does this. In Ncored, the PDF editor we built in our architecture studio, you cloud the area, add a comment pin with the question, and measure a dimension against the drawing scale to confirm the conflict before you ask. The markups stay standard PDF annotations, readable in Adobe Acrobat and other viewers. It runs on Windows and Mac. See revision clouds on PDF drawings and the PDF measurement tool guide.
Frequently asked questions
What does RFI stand for in construction?
Request for information: a formal written question from the contractor to the design team about the construction documents.
How long should an RFI response take?
The contract usually sets it; many contracts and project procedures specify somewhere between a few days and two weeks, with urgent RFIs flagged for a faster answer.
Is an RFI a change order?
No. An RFI asks for clarification. If the answer changes the scope, cost or time, a change order or change request follows separately.
Who answers an RFI?
The architect or the engineer responsible for the part of the design in question, usually coordinated by the architect.
Related: shop drawings vs submittals, what is a transmittal, how to read construction drawings.
Further reading: what is a change order.