Complete guide to RFIs in construction: 5 types and best practices

Having gaps or conflicts in project information can cost an average of $1,080 per RFI review and response. That’s why having a set process for managing your RFIs is so important.

Before we get into how to manage RFIs, let’s talk about what they are and why they’re important in construction projects.

What is an RFI?

RFI stands for request for information. Agreements, drawings and specifications may not describe every little aspect about a build. So, when clarification is needed, an RFI is drafted that details the additional information required.

What is an RFI used for in construction?

In construction, RFIs are used as a record of communication between parties such as the designer and contractor. Requests are more common at the beginning of a project during the bidding or design phase. Confusion is cleared before ground is broken to help reduce setbacks during the build phase.

Taking the extra step to create this statement allows your business to have evidence in case of an accident or liability.

Here are some examples of what RFIs can be used for:

Define the project design

If you come across a detail that’s a bit unclear, attempt to gain clarity. Ask the designer for specifics in the plan.

Identify issues

A problem arises at the job site due to process issues or unclear direction. Before moving forward, draft an RFI to make sure you’re in the clear before making a potential problem worse.

Clarify the terms of the contract

Gain a thorough understanding of the contract when the terms, including budget or timeline, are unclear.

5 most common types of RFIs

Depending on which stage of construction you’re in, the type of RFI you would use changes. If contractors have to pause construction to submit an RFI, the right one can prevent additional delays, conflicts or costs.

The types of RFIs in construction can include:

1. General issues

This type of RFI addresses a wide scope of concerns, normally not covered by the following types. Broad in reach, this type of request can cover warranties, documents and more.

2. Design application

Use this type of request to help coordinate the design and documents associated with the project.

3. Resource scheduling

When project managers identify the need to adjust the timeline, they’ll use this type of RFI. Tools, like the Schedule, can help identify and communicate when this need comes up. You can see how your crews are spread out across the week and what’s priority so you can adjust your calendar.

4. Change in specification

If you come across a need to change the project’s specifications, use this type of request. You can also use this to propose a different type of material, too.

5. Scope deletion

If there is one thing that’s true about construction, change happens. This type of RFI is used when something becomes unnecessary in the original scope. So, use this one if you suggest removing the object, plan, etc. from the project.

Key differences between RFIs, RFPs, RFQs and RFTs

The common requests are information, proposal, quote and tender. In this table, we’ll define each of the requests.

Name	Purpose	Deliverable
Request for information (RFI)	Gain clarity about project specifics during the build	Detailed answers that enable work to proceed
Request for proposal (RFP)	Gather bids for a project or service	List of methods, costs and timelines
Request for quote (RFQ)	Gauge a contractor’s cost for a specific product or service	Description of work and cost estimate
Request for tender (RFT)	Generate a legally binding contract set with clear job terms if accepted	Contract with specific job information

The 3-step RFI process

The RFI process can be completed in three steps: submitting information, issuing a response and evaluating the response. In this section, we’ll discuss and describe each step.

Here’s how the RFI process works:

Step 1: Submitting the information

A party will submit an RFI to get more details about the contract, design, specifications or standards. You could draft a request to your design team needing clarity on a material choice. Or your sub may need more info on timelines.

Write a problem solution

Always start with a clear statement of the problem. Only focus on one specific issue. This will more likely get a response instead of a request filled with multiple demands. Get straight to the point.

As an expert, you’ve probably thought about this and found a solution. Be sure to present it, too.

Define context to better explain the problem

Include any details that are necessary to fully explain the problem. RFIs aren’t returned simply because there isn’t enough context to provide a solution.

Add visuals

Photos, drawings and more documents can help understand the problem. Imagine if blueprints were walls of text instead of images with measurements, you wouldn’t have a clear idea of how the build will go until it’s done.

Step 2: Issuing a response

The party that received the RFI will look over the request and prepare a response. Ideally, a reply is expected before an indicated date. Waiting on a request can delay the completion of a project. So, be as prompt as possible.

Log all incoming RFIs

Keep track of your RFIs in a spreadsheet or construction management software. Give each request a unique identifier like a number and a due date for the reply.

Carefully analyze the RFI document

Even though deadlines can quickly come up, take time to respond. An inadequate reply without looking into the request can lead to further delay. Make sure to understand the request before writing a response.

Seek outside consult

If the question is outside your expertise, bring in others, such as your designers, engineers, architects or consultants. Some problems require special attention.

Provide a complete response

It’s tempting to rush through the RFI process but failing to provide a completely thorough response can result in additional delays. Take your time to provide a detailed answer.

Step 3: Evaluating the response

If you’re satisfied with the response, the request is closed, and a record of the solution is kept. However, if the reply didn’t address your concern, follow up accordingly.

How to manage RFIs in construction

Making sure you have all the information you need for each job is essential for staying on time and within budget. Here are six ways to properly manage your RFIs, avoid information breakdowns and save more money for your bottom line.

1. Practice open communication

To keep everyone on the same page, encourage open communication. This practice could potentially avoid some RFIs in the future. Include all parties involved in the project.

Without clear ways of relaying information, the chances of errors and mistakes increase.

2. Keep it simple and be specific

When submitting an RFI, it’s important to be straightforward and specific. Too much information or too many questions can result in confusion and complications. If you have multiple questions, submit separate RFIs.

Although it may seem like a lot to have multiple RFIs, it’ll help you in the long run by allowing simplified tracking and clarity for each issue.

3. Provide visual guidance when possible

A photo or drawing could be worth the time and money you save by cutting out the confusion. By including a graphic or diagram with your RFI, you’re giving the other person additional context that could help them answer your question more effectively and ensures that nothing gets lost in translation.

4. Set due dates

It’s crucial to remember the due date when sending an RFI. Setting a due date will hold your team member or subcontractor accountable and keep things moving to avoid delay. Enforcing due dates ensures that you keep your projects and jobs on track, which ultimately leads to happy clients.

5. Update your status

When it comes to managing the RFI process, updating the status is critical. The state of the request informs everyone about the progress. For example, you’ve submitted an RFI to a vendor. Days go by and you still haven’t heard a word.

Regardless, this clears up confusion from your team and eliminates questions. They know you aren’t responsible for the delay in work.

6. Use software to manage RFIs easier

Using Buildertrend to run your RFIs will not only help to streamline your process, but it’ll also ensure that everything is organized, saved and documented in one location. Can you imagine having 10 different RFIs for one project and having to keep track of them all through email – or paper? Having everything saved online makes it easy for everyone to touch base regularly and collaborate efficiently.

Schedule a demo to see how you can manage RFIs with Buildertrend.

Have questions about using RFIs within Buildertrend?

We’re committed to helping you learn everything that Buildertrend has to offer to ensure the success of your business.

In addition to creating requests from scratch, you can also create RFIs within Buildertrend’s features such as To-Do’s, Bids, Change Orders and Purchase Orders. Having a built-in RFI process makes drafting, assigning and sending questions to team members, subs and vendors simple.

Ready to get started? Schedule a demo today.

FAQs about RFIs