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Request for Proposal (RFP)

Request for Information (RFI)

An RFI is a formal question during construction to clarify drawings, specs, or scope. RFIs create a paper trail for changes and delays.

Quick definition

Request for Information (RFI) means An RFI is a formal question during construction to clarify drawings, specs, or scope. RFIs create a paper trail for changes and delays.

What is a request for information?

A request for information (RFI) is a formal question submitted during construction to clarify drawings, specifications, existing conditions, or scope of work. RFIs create a dated record of what was unclear and who answered.

On commercial jobs, RFIs are the polite way to say "this detail does not work" before you eat the cost.

Why RFIs matter

  • Clarify conflicts between plans and specs
  • Document delays waiting for architect or engineer response
  • Support change orders when answers alter scope or cost
  • Reduce rework from guessing in the field

An unanswered RFI is weak support for a change order later. A answered RFI with a cost impact note is much stronger.

Typical RFI content

  • RFI number and date
  • Drawing or spec reference
  • Clear question and proposed solution if applicable
  • Schedule impact if time-sensitive
  • Photos or field measurements

Vague RFIs get vague answers. Ask one question per RFI when possible.

RFI vs submittal vs change order

ToolPurpose
RFIAsk a question / resolve ambiguity
SubmittalPropose product or method for approval
Change orderPrice and scope adjustment after direction

RFIs often lead to change orders but do not replace them.

Best practices

Submit RFIs before fabrication or rough-in. Late questions cost more.

Track response time. Delay logs support extension requests.

Share answers with affected subs. Silence downstream causes rework.

Link RFIs to cost codes in job costing when extra work follows.

RFIs protect field crews from guessing. Use them early, track them relentlessly, and tie answers to billing when scope shifts.

Related glossary terms

SubcontractorA subcontractor is a specialized contractor hired by a general contractor to perform specific portions of a construction project.Prime ContractorThe prime contractor holds the main contract with the project owner. They coordinate subs, permits, billing, and overall job delivery.Punch ListA final checklist of incomplete or defective work items that need to be addressed before a construction project can be considered complete.General ConditionsGeneral conditions are the indirect project costs required to manage and deliver work: supervision, temp facilities, cleanup, and site overhead.

Related resources and tools

Stay organized as a contractorJob folders, photos, and follow-ups that scale.Estimate and invoice appKeep subs, change orders, and billing in one place.Best apps for small construction businessesBuild a simple stack for quotes, jobs, and cash flow.Punch list generatorCreate a closeout checklist with owners and status.Work order generatorGive the crew a clear job sheet PDF.Site visit checklist generatorBuild a walkthrough checklist for estimates.

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Request for Information (RFI) | Contractor Terms Glossary | Dave