How to write an RFI that gets answered fast
Helonic is an AI construction drawing analysis platform for people write an rfi during plan review.
Write clear RFIs that don't keep bouncing back for more information.
A good RFI gets answered in a few days. A bad one goes back and forth for weeks. The difference comes down to being clear, being specific, and giving the person answering everything they need upfront. Here's how to write RFIs that actually get resolved quickly.
According to Navigant Construction Forum research, the average RFI costs $1,080 in labor to process (creation, routing, review, response, distribution). On a typical commercial project, RFIs average 10-15 days to resolve, but poorly written RFIs take 2-3x longer. FMI data shows that 30-40% of RFIs require at least one follow-up question before they can be answered, these "ping-pong" RFIs are the largest source of schedule delays.
How do you know you actually need an RFI?
Before you start writing, double-check that the answer isn't already somewhere in the documents:
- Check all related drawings (plans, sections, details, schedules)
- Look through the specifications for that section
- See if a similar question was already answered in a previous RFI
- Check the addenda and bulletins
- Review meeting minutes for relevant discussions
What should an RFI subject line say?
The subject should tell someone exactly what the RFI is about at a glance.
• "Door question"
• "Need clarification"
• "Drawing conflict"
• "Door 104A: Hardware conflicts with schedule"
• "Level 2 corridor: Duct elevation vs beam"
• "Spec 09 29 00: Missing paint color for Rm 201"
How do you explain the RFI problem clearly?
In your first paragraph, spell out exactly what the issue is.
Location: Grid lines, floor level, room number
Element: What specific thing is in question
Issue: What's missing, conflicting, or unclear
Impact: Why it matters and what work is affected
Why give exact document references in an RFI?
Make it easy for the person answering to find what you are talking about.
- 1.List specific sheet numbers (A-201, S-102, etc.)
- 2.Include detail references if applicable (Detail 3/A-501)
- 3.Reference spec sections by number and title
- 4.Note the drawing revision date and number
- 5.Attach marked-up excerpts showing the issue
How should you close an RFI question?
End with a clear, direct question that can be answered without another RFI.
• "Please advise."
• "What should we do?"
• "Please clarify."
• "Should the door be 3'-0" or 2'-8"?"
• "Please confirm the correct elevation."
• "Which specification section governs?"
Why propose solutions in an RFI?
Offering options speeds up the response and reduces follow-up questions.
"We see two options:"
A) Install 3'-0" door per schedule, adjust wall framing
B) Install 2'-8" door per plan, revise schedule
"Please confirm which approach to take, or let us know if there's another option."
Why attach pictures and markups to an RFI?
Visual attachments make your RFI much easier to understand and answer.
- Marked-up drawing excerpts showing where the issue is
- Photos if it's a field condition
- Comparison images showing conflicting information
- Sketches of proposed solutions if you have them
How do you explain why an RFI is urgent?
Help them prioritize by being clear about timing and what work is waiting.
- When does this work need to start?
- What other work is waiting on this answer?
- What happens if the response is delayed?
- Is there a point where your options become limited?
Frequently Asked Questions
Most construction contracts specify 7-14 days for RFI responses. AIA A201 suggests "reasonable promptness" which courts have interpreted as 7-10 business days for standard questions. Critical path items may warrant expedited response requests. Track your RFI aging, responses consistently exceeding 14 days indicate a process problem.
An RFI (Request for Information) asks for clarification or additional information about the contract documents. A submittal provides documentation (shop drawings, product data, samples) for approval before fabrication or installation. RFIs ask questions; submittals provide answers. Mixing them up delays both processes.
RFIs should clarify existing scope, not change it. If an RFI response directs work that's outside the original contract scope, it may constitute a constructive change entitling the contractor to additional compensation. Best practice: if the response materially changes scope, document it and submit a change order request referencing the RFI.
Sources & References
- • Navigant Construction Forum: The Impact of RFIs on Construction Costs and Schedule (2018)
- • FMI Corporation: Construction Industry Productivity Study (2023)
- • AIA Document A201-2017: General Conditions, Article 3.2 (Information and Services)
- • ConsensusDocs 200: Standard Agreement and General Conditions
- • AGC: RFI Best Practices for Commercial Construction
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