How to Write an RFI: Construction Documentation Made Easy
RFIs are a common occurrence in the construction industry.
And while you’re far from a novice when it comes to writing them, you're wondering if there might be a way to streamline the RFI process to improve communication and speed up response times.
Read on to learn seven steps to writing a construction RFI that will help ensure a timely response and quickly get your project back on track.
- CM Fusion: Keep Track and Manage Your RFIs With More Efficiency
- What Is an RFI Construction Document?
- How Do You Write an RFI?
- RFI Life Cycle: What Happens Once an RFI Goes to the Architect?
- 3 Benefits of Using a Cloud-Based Program for Your RFIs
- Create, Store, and Manage Your RFIs With CM Fusion’s Cloud-Based Construction Management Software
CM Fusion: Keep Track and Manage Your RFIs With More Efficiency
CM Fusion is a cloud-based construction management system for contractors.
We believe in working smarter, not harder — and our goal is to make your construction company’s communication and project management faster, easier, and more efficient.
Gone are the days of pulling out your hair over misplaced documents and lost profits.
With CM fusions RFI management software, you can:
-
Automatically track your RFI
-
Connect all parties through our centralized, easy-to-use platform
-
Keep everyone in touch, real-time, with status and review updates
Try us free for 30 days — no credit card required.
What Is an RFI Construction Document?
An RFI in construction is a request for information.
RFIs are used when a contractor has a request for an architect regarding …
-
Missing
-
Inconsistent; or
-
Contradictory
… information on the drawings.
RFIs are common in the construction industry and are generally used several times throughout a project.
If an RFI is not done correctly, it can become a source of:
-
Conflict
-
Delay
-
Expense; and possibly
-
Legal action
Why Are Construction RFIs Important?
An RFI is an integral component of the communication process on a construction project. It can be used for:
-
Asking a question
-
Clarifying a statement
-
Identifying an issue
-
Verifying a missing part of the contract documents
-
Initiating a change order; or
-
Documenting information that was previously provided
When it comes to why you may need to use an RFI in construction, examples include times when:
-
Additional information is needed to send notices
-
A contractor needs to verify an owner’s lender information
-
There are gaps in project documentation; or
-
More information is needed to make a claim
How Do You Write an RFI?
When you are considering how to write a construction RFI, you want to do it in a way that makes it easy to get a quick response in return.
For that reason, a construction RFI should:
-
Follow a standardized format
-
Include only one question
-
Be straightforward and detailed
-
Provide all necessary contextual information
7 Steps to Ensure Your RFI Gets a Quick Response
Step #1: First, Ensure You Clearly Understand the Problem
The first step in writing a construction RFI is to make sure you have a clear grasp of the scope of the issue.
And the only way to do this is to take a close look at the documents BEFORE issuing an RFI.
You will need to do a thorough review of the contract’s:
-
Documents
-
Plans
-
Details
-
Specifications and schedules
If you don't find the answer you're looking for, then — and only then — the next step is writing a request for information.
Step #2: Create a Clear Title
If you're wondering how to write an RFI construction title, the most important thing to remember is to be descriptive.
Avoid writing generic titles that don’t clearly outline the problem being addressed.
You want your title to provide the information the recipient needs to respond to the question, and that you would need should you have to refer back to it somewhere down the road.
Let's take a look at two different titles as examples:
Title #1: Paint color
Title #2: Living room paint — confirmation of paint color
Title #1 could be used for any room throughout the project.
Title #2, on the other hand, provides the details, so there is no confusion as to what is being asked.
Step #3: Include Property Location & Due Date
Chances are that you, and the party receiving the RFI, are working on multiple projects at the same time. Be sure you include the location of the property in question.
The due date is also a critical detail, and each RFI request will have its own specific timing requirement.
Take a minute to think through the date you actually need a response.
Is there some wiggle room? If so, factor it into the due date.
It's easy to mark every request as “urgent,” but if you are able to give extra time, it will be greatly appreciated.
Step #4: Designate Who It Is Intended For
You may be able to write up the perfect RFI — but if the RFI you are issuing to your structural engineer winds up on the desk of your architect, it can cause delays and a ton of frustration.
Not only do you need to be sure that your RFI is assigned to the correct person, but you also want to make sure it is forwarded to every individual who will be affected by its impact.
For example, if the RFI is structural in nature, it will impact the painting timeline, so make sure your painters are informed.
Step #5: Word the Question to Be Self-Explanatory, Clear & Concise
Asking questions is the whole basis for RFI requests, so it’s critical that they are written just-so.
Here are a few helpful tips for how to write an RFI construction question:
-
Be sure your question includes all the information the recipient will need
-
Keep the wording neutral and professional
-
Keep your question as simple as possible
-
Refer to previous RFI's, when they apply
-
Include any relevant drawings
-
Reference floors or the location of grid lines
-
Refer to material types or submittal details
By making sure to include the above details on your RFIs, you'll be well on your way to a speedy turnaround time.
Step #6: Include Your Suggestions for a Solution
Often, when you submit an RFI, you may have a solution or two in mind.
If so, be sure to include them!
Not only will including your ideas clue the recipient into your line of thinking, but it can also give them ideas if they're not sure how to solve the issue.
Step #7: Add Helpful Documents & Drawings
The more information you can provide, the easier it will be for the person receiving the RFI to understand exactly what the issue is.
-
Photos of the problem
-
Previous email communications
-
Shop drawing references or cut sheets
-
Survey results
-
Highlighted or clouded drawings
Including these documents and details, when relevant, will make answering your question easier and will keep the RFI process moving smoothly.
RFI Life Cycle: What Happens Once an RFI Goes to the Architect?
You've written your RFI and delivered it to the architect via:
-
Email
-
Hard copy
-
Project management software; or
-
In-person
What happens next?
Once the architect has the RFI in hand, they should:
-
Read it carefully
-
Document it on a spreadsheet or construction management software
-
Contact any other people who need to be involved
-
Respond in a timely manner
Once they respond, you'll decide whether you're satisfied with their answer or you would like further clarification.
If you feel it's necessary, you can escalate the issue and request a meeting with the architect.
If the project in question is part of a large job, the project manager may review the RFI and mediate the process. In this type of situation, due to the large number of people that may be involved, responses are typically handled through email.
A response to an RFI may require a change order, which is a written request to change the scope of the project — and can have an impact on the project’s schedule and budget.
3 Benefits of Using a Cloud-Based Program for Your RFIs
What are the benefits of using a cloud-based program for managing your construction RFIs?
-
It provides a comprehensive cloud to store your documents, drawings, and other info — all in one place.
-
You can easily link drawings and other documents.
-
You're able to keep a log consistently stored in the cloud, meaning anytime you need a full log of RFIs, you simply click one button.
Create, Store, and Manage Your RFIs With CM Fusion’s Cloud-Based Construction Management Software
If you're looking for an easy, effective way to manage your RFIs, you’ve just found it.
CM Fusion’s RFI software lets you streamline every aspect of the process, from submittal to closure.
We make it simple to:
-
Store important documents
-
Access your data anytime, from anywhere
-
Manage complex projects
-
Run projects with efficiency
-
Save time; and
-
Stick to your budget
Sign-up is quick, and you can start managing your projects in a matter of minutes.
And did we mention that you can give it a try, risk-free, for 30 days — seriously, what have you got to lose?
Try CM Fusion, risk free for 30 Days – Your first project is FREE!
If you are trying to figure out where to look now, our company CM Fusion offers a free version of Construction Project Management Software. Not to mention, our customers brag about it’s ease of use, so you should be able to sign up and start managing your projects in minutes.