In construction, clarity is everything. Despite detailed plans, questions inevitably arise. That is where RFIs – Requests for Information – come in. These formal queries, raised by contractors or subcontractors, seek answers to discrepancies, omissions or ambiguities in project documents before work continues.
Handled well, RFIs prevent errors, reduce delays, and keep the project aligned with the original design. Once managed manually, RFI processes are now increasingly digital, offering greater speed, structure and transparency.
What is an RFI in construction?
An rfi construction stands for Request for Information in a building project context. It’s a formal query raised when a party encounters an issue preventing confident progress. This could be a discrepancy between documents, missing information, design ambiguity, an unforeseen site condition, or a question about material substitution.
The RFI’s purpose is to gain necessary clarification from the design team or client to proceed correctly and efficiently. It’s not typically for design changes or cost claims (handled via change orders). Formalizing questions and responses creates a documented record valuable for reference, audits, or dispute resolution.
The importance of the RFI Process
A well-managed RFI construction process is vital because it:
- Ensures design clarity: Clarifies ambiguities in documentation, ensuring the construction team understands the design intent.
- Prevents errors: Resolving issues before execution reduces costly rework.
- Avoids delays: Timely RFI responses prevent site work stoppages.
- Documents communication: Creates a formal record of queries and answers, essential for transparency and accountability.
- Manages risk: Identifying issues early mitigates risks related to design problems or misinterpretations.
- Facilitates collaboration: Necessitates dialogue between requesting and responding parties, encouraging problem-solving.
Ineffective RFI management can lead to increased costs, schedule overruns, reduced quality, and strained relationships.
The Typical RFI Process
A standard RFI construction process involves these steps:
- Issue Identification: A team member finds a question or gap in project documents or on site requiring clarification.
- RFI Creation: The requesting party drafts a clear, concise RFI. It includes a unique ID, dates, references (drawings, specs), description of the issue, explanation of impact, and often a suggested solution. Supporting documents (sketches, photos) are attached for context.
- RFI Submission: The formal RFI is sent to the responsible party (architect, engineer, client rep), often via the general contractor who logs and forwards it.
- RFI Review and Response: The recipient reviews the RFI, investigates (possibly consulting others), and provides a formal response addressing the query directly, with necessary clarifications or supplemental info.
- Response Distribution: The response is sent back to the requester, typically distributed by the general contractor to all impacted parties.
- Implementation and Documentation: The team uses the response to proceed. The RFI and response are archived as project records. If the response requires scope/cost/schedule changes, a separate change order process is initiated, referencing the RFI.
Multiple iterations can occur if initial communication is unclear, emphasizing the need for efficiency at each step.
Integrating RFI Management into a unified digital workflow
To overcome the common pitfalls of RFI handling such as delays, miscommunication, and poor documentation, many construction companies are turning to specialised software. RFI management and submittal tracking tools offer a structured, digital process for submitting, reviewing and resolving queries. These platforms standardise formats, centralise records, and speed up communication. Key features include configurable workflows, automated alerts, BIM integration, mobile access, and comprehensive logging.
RFI Management within a Comprehensive Platform
While standalone software exists, integrating RFI management into a broader construction collaboration software or common data environment offers greater benefits. A CDE, as the single source of truth, is ideal for managing RFIs in context with all other project information.
Within a comprehensive platform, RFIs are connected to the larger project information model. This allows users to:
- Link RFIs directly to relevant documents, drawings, or BIM objects.
- Access RFI history alongside other project records.
- View the impact of an RFI response in context with schedule or cost data.
- Ensure design changes from RFI responses link to updated documentation.
- Facilitate RFI communication within the same platform used for general project collaboration.
Catenda Hub serves as the central repository for all project information. Its construction document management allows managing drawings, specs, and documents. For RFIs, teams can:
- Manage RFI documentation in a structured, versioned environment
- Attach sketches, specs, or BIM views for clarity
- Route RFIs through predefined workflows
- Log communication and maintain an audit trail
While not a dedicated RFI-only software, Catenda Hub integrates RFI management with broader project information and workflows. By managing RFIs within the same platform used for other construction project document management software and collaboration, teams reduce information silos, improve transparency, and handle clarifications within the project’s single source of truth. Catenda Hub empowers teams to manage RFI construction more efficiently, leading to clearer communication, fewer errors, and more predictable project outcomes.