RFIs – An Engineer’s “How-To” Guide

During construction, a well-written Request for Information (RFI) can mean the difference between keeping work moving or delaying an entire project. While RFIs are a routine part of construction, the quality of the question often determines the quality and speed of the answer.

Construction drawings and specifications show the requirements of a project and indicate the overall intent and functionality of the final product. Questions and clarifications often arise and need input from the design team to give information and direction to the installing contractors. When these questions are asked, it is important to provide a clear description of the issue at hand, as much information as possible regarding the issue, any supporting documents that relate to the issue, and provide a proposed solution for the design team to review and respond to. Ambiguous or unclear questions can often lead to delayed responses and may not cover the entire scope in need of clarification, and in some cases, create more questions.

What’s the problem?

The first step in creating a request for information (RFI) is identifying a problem that is inhibiting the progress of the project. It is important, prior to submitting an RFI, that you look through all drawings and specifications related to the potential roadblock. You should ask yourself:

Team member doing a thorough review of drawings and documents

• Is this problem related to the drawings? Or is this problem related to constructability?

• Have I or someone in my organization encountered this before?

• Are there potentially related drawings that can clarify this that I already have access to?

• Are there another trade’s drawings that might show what I need?

• Are there cost implications with the potential change or addition needed?

If the answers are not in the documents that are already available, then an RFI should be submitted.

What am I asking?

Providing clear and specific information requests is key to receiving fast and accurate responses from the design team. When writing an RFI, it is easiest if it is written and explained with the perspective that the person reviewing is not familiar with the project. Of course, that will not be the case, however taking this approach will assist the team in their response. You should provide:

• A full drawing(s) with the issue at hand clouded or called out in some way.

• References to any related drawings or trades that may be impacted.

• A sketch of existing conditions to help provide context if needed.

The more clearly the issue is documented, the faster and more accurate the response is likely to be.

Construction team having a meeting

What do I want to do?

When submitting an RFI, providing a potential solution to the reviewing engineer gives the design team a clear starting point for their review. If your proposed solution works, the engineer can confirm the approach is appropriate. Wording an RFI effectively can benefit you throughout the course of construction. Keep in mind:

• As the installation expert, what do I think is the best way to proceed?

• Can I build the project in the way I am suggesting?

• Does this approach benefit the client at the end of the project?

The best practice when writing an RFI is to frame the issue in a way that allows the design team to respond with a clear “yes” or “no.” A strong RFI explains the problem, summarizes the research already completed, proposes a specific path forward, and asks the design team to confirm whether that approach is acceptable.

Conclusion

In general, an RFI should show an understanding of the project, the intent, and the constructability of the final product. When an issue arises, requesting information from the design team should show these qualities, provide a feasible solution, express the best interests of the client, and request confirmation of an approach as opposed to an open-ended question. Everyone on the project is working toward the same goal and providing clarity in the request will help provide clarity in the response.

A well-written RFI doesn't simply ask for information—it demonstrates preparation, supports collaboration, and helps keep construction moving efficiently for everyone involved.

Written by:

Andrew Philp

Construction Manager