How to Write an RFI That Gets Answered Fast (With Examples)
Helonic is an AI construction drawing analysis platform for teams reading RFI writing guidance during drawing review.
A practical guide for GCs, project engineers, and subcontractors writing RFIs, with worked construction RFI examples you can copy.
A good RFI gets answered in a few days. A bad one goes back and forth for weeks. The difference is one specific question, exact sheet and spec references, and a proposed answer the architect or engineer can accept or reject.
The average RFI costs about $1,080 to process and takes 10 to 15 days to resolve, according to Navigant Construction Forum research. A follow-up question restarts that clock, so the cheapest RFI is one written well enough to be answered once.
How do you know you actually need an RFI?
Write an RFI only after the answer is confirmed missing from the contract documents. Check every related plan, section, detail, and schedule, the governing spec section, prior RFI responses, addenda and bulletins, and meeting minutes.
If the answer is in the documents, an RFI wastes the design team's time and yours. If two documents disagree, that conflict is exactly what an RFI is for.
What should an RFI include?
Every RFI needs five parts: a subject that names the location and element, exact references, one direct question, a proposed solution, and a needed-by date tied to the work it holds up. Location means grid lines, level, and room number. References mean sheet numbers, detail callouts, spec section numbers, and the revision you were looking at.
End with a question that can be answered in one sentence, such as "Should Door 104A be 3'-0" or 2'-8"?" Closing with "Please advise" invites a reply asking what you want. Attach a marked-up excerpt of each conflicting sheet so the reviewer can see the problem without opening the full set.
| Part | Weak | Strong |
|---|---|---|
| Subject | Door question | Door 104A: hardware set conflicts with schedule |
| References | See drawings | A-601 door schedule, spec 08 71 00 Hardware Set 07 |
| Question | Please advise | Which hardware set governs Door 104A? |
| Proposed solution | None | Use Set 07 as specified and revise the schedule |
| Needed by | ASAP | 11/20, hardware submittal due |
Construction RFI examples
The five construction RFI examples below cover the conflicts that generate the most RFIs on commercial work: structure against ductwork, specs against schedules, missing wall types, electrical clearances, and ceiling heights. Each one shows the subject, references, question, and suggested solution as they would read in Procore or on an AIA G716 style form.
Project details are illustrative, but the sheet numbering, spec sections, and code sections follow standard US practice. Swap in your own grid lines and dates.
For a blank form with these fields and a log to track response times, use our free RFI template and log.
RFI example 1: beam depth vs. supply duct at grid C/4
A structural and mechanical conflict found during coordination, before duct fabrication is released.
| Field | Entry |
|---|---|
| Subject | Level 2, grid C/4: W18 beam conflicts with 24"x14" supply duct |
| References | M-201 Level 2 mechanical plan; S-301 Level 2 framing plan; Section 3/M-501 |
| Question | S-301 shows a W18x35 at grid C/4 with bottom of steel at 11'-2" AFF. M-201 runs a 24"x14" supply main across the same bay with bottom of duct at 10'-8", so the top of duct sits 8" above the bottom of the beam. Can the duct be reshaped and lowered through this bay, or does it need to be rerouted? |
| Suggested solution | Reshape to 36"x10" (360 sq in vs. 336 sq in) between grids C and D and set bottom of duct at 10'-2". That leaves 2" below the beam and 14" above the 9'-0" ceiling. Please confirm static pressure is acceptable. |
| Needed by | 11/13, duct fabrication release for Level 2 |
RFI example 2: door hardware spec 08 71 00 vs. door schedule on A-601
A spec-to-schedule conflict that has to be settled before the hardware submittal goes out.
| Field | Entry |
|---|---|
| Subject | Door 104A: Hardware Set 07 in spec 08 71 00 conflicts with A-601 door schedule |
| References | A-601 door schedule; spec 08 71 00 Door Hardware, Hardware Set 07; A-101 Level 1 floor plan |
| Question | The A-601 schedule lists Door 104A with a storeroom lockset and closer under Set 07. Spec 08 71 00 defines Set 07 as an exit device with closer and no locking function. A-101 shows 104A as an exit from Assembly Room 104 (occupant load 85). Which hardware governs? |
| Suggested solution | Provide Set 07 as specified (exit device), since the IBC requires panic hardware on latched egress doors serving Group A occupancies with 50 or more occupants. Revise the A-601 schedule to match. |
| Needed by | 11/20, hardware submittal due to architect |
RFI example 3: missing rated wall type at Level 3 corridor
A missing information RFI. The plan tags a wall type that the wall type sheet never defines.
| Field | Entry |
|---|---|
| Subject | Level 3 Corridor 300: wall type W4 not defined at 1-hour corridor |
| References | G-003 Level 3 life safety plan; A-103 Level 3 floor plan; A-501 wall types |
| Question | G-003 shows Corridor 300 as a 1-hour fire-rated corridor. A-103 tags the corridor walls between grids 2 and 6 as type W4, but W4 does not appear on A-501. What assembly should be built, and does it run to the underside of deck? |
| Suggested solution | Build as type W3A (UL U419, one layer 5/8" Type X gypsum each side of 3-5/8" steel studs) full height to deck, and add W4 to A-501 or retag the walls W3A. |
| Needed by | 11/16, Level 3 framing layout starts |
RFI example 4: electrical panel clearance under NEC 110.26
A code clearance conflict between two disciplines' plans, caught before rough-in.
| Field | Entry |
|---|---|
| Subject | Electrical Room 118: panel LP-1A working space blocked by water heater WH-1 |
| References | E-201 Level 1 power plan; P-201 Level 1 plumbing plan; NEC 110.26(A) |
| Question | E-201 places 120/208V panel LP-1A on the north wall of Room 118. P-201 places WH-1 24" in front of that wall. NEC 110.26(A)(1) requires at least 36" of clear working space in front of the panel. Should LP-1A move, or should WH-1 shift? |
| Suggested solution | Relocate LP-1A to the east wall, 4'-0" from the northeast corner. That keeps 36" deep and 30" wide working space clear and adds about 6 ft to the feeder run. WH-1 stays as shown. |
| Needed by | 11/23, electrical rough-in in Room 118 |
RFI example 5: ceiling height vs. ductwork in a conference room
A ceiling space conflict where the architectural ceiling height leaves too little plenum for the duct shown.
| Field | Entry |
|---|---|
| Subject | Room 212: 9'-6" ceiling leaves no room for 20" round return duct |
| References | A-301 Level 2 reflected ceiling plan; M-202 Level 2 HVAC plan; S-302 Level 2 roof framing; Section 2/A-401 |
| Question | A-301 sets the ACT ceiling in Conference Room 212 at 9'-6" AFF. S-302 puts bottom of structure at 11'-0", leaving 18" of plenum. M-202 runs a 20" round return through the room, which needs about 22" with hangers and grid. Should the ceiling drop to 9'-0", or can the duct change shape? |
| Suggested solution | Replace the 20" round with a 30"x12" rectangular duct through Room 212 (roughly equivalent capacity) and keep the 9'-6" ceiling. Please have the mechanical engineer confirm sizing. |
| Needed by | 12/01, above-ceiling rough-in for Level 2 |
Bad RFI vs. good RFI: a rewrite
Here is the beam and duct conflict from example 1 as it often gets submitted, and the same RFI rewritten. The first version will come back with "Which beam? Which duct? What do you propose?" and lose a week before anyone starts on the real question.
| Field | Bad RFI | Rewritten RFI |
|---|---|---|
| Subject | Duct conflict | Level 2, grid C/4: W18 beam conflicts with 24"x14" supply duct |
| References | See mechanical drawings | M-201, S-301, Section 3/M-501 |
| Question | Duct hits beam on 2nd floor. Please advise. | Can the duct be reshaped to 36"x10" and lowered to 10'-2" bottom through the C to D bay? |
| Suggested solution | None given | Reshape and lower as described, keeping 2" below steel and 14" above ceiling |
| Needed by | ASAP | 11/13, duct fabrication release |
How Helonic helps with RFI writing
Helonic analyzes 2D PDF drawing sets across 10 issue categories: coordination, code compliance, missing information, structural, MEP, fire safety, accessibility, constructability, dimensions, and QA/QC. For RFI writing, that means the software reads across sheets, flags likely issues with low, medium, or high severity, and gives the exact sheet coordinates for review.
Teams using Procore or Autodesk Construction Cloud can pull drawings and push accepted issues as RFIs in one click. Results typically come back in 15 to 30 minutes after the PDFs are uploaded, with no BIM or 3D model required. To see it on your own set, book a demo at /book-demo.
FAQ
What is an example of an RFI in construction?
A common example is a structural beam that conflicts with ductwork. The RFI names the location (Level 2, grid C/4), cites the conflicting sheets (M-201 and S-301), asks one question (can the duct be reshaped and lowered), and proposes an answer the engineer can approve.
What makes a good RFI?
A good RFI asks one specific question, gives exact sheet, detail, and spec references, proposes a solution, and states when the answer is needed and what work it holds up. It should be answerable without a follow-up question.
How long should an RFI response take?
Most construction contracts set 7 to 14 days for RFI responses, and AIA A201 asks for reasonable promptness. Critical path items can justify an expedited request. Responses that routinely exceed 14 days point to a process problem worth raising at the OAC meeting.
What is the difference between an RFI and a submittal?
An RFI asks for clarification of the contract documents. A submittal provides shop drawings, product data, or samples for approval before fabrication or installation. Mixing them up delays both.
Can an RFI response change the contract scope?
An RFI should clarify existing scope. If a response directs work outside the contract, it may be a constructive change, so document it and submit a change order request that references the RFI.
Key takeaways
- Confirm the answer is not already in the documents before writing.
- Name the location and element in the subject line.
- Cite sheet numbers, details, and spec sections exactly.
- Ask one question that can be answered in one sentence.
- Propose a solution and give a needed-by date tied to real work.
Milind Sagaram
Co-founder & CEO, HelonicMilind is the co-founder and CEO of Helonic, where he leads product and go-to-market for AI-powered construction drawing analysis. He works closely with general contractors, project managers, estimators, and owners to understand how drawing quality drives project outcomes - and where AI can reduce RFIs, change orders, and rework. Milind has interviewed hundreds of construction professionals across project delivery roles, from preconstruction estimators at ENR top-400 contractors to facilities directors at institutional owners, and uses those conversations to shape both product direction and the way Helonic talks about the work.
- Construction project delivery and preconstruction
- RFI and change order economics
- Owner and GC workflows for drawing QA/QC
- Estimating risk and bid-stage scope assessment
How this page was researched: Developed from Helonic's /knowledge-base/how-to-write-an-rfi and reviewed against Helonic's 2026 drawing-analysis categories, RFI workflow, and product capabilities.
Last reviewed by Milind Sagaram · September 2026