A request for information (RFI) is a formal written question raised during a construction project, usually by the contractor to the architect or engineer, asking for clarification of the drawings, specifications, or other contract documents. The answer becomes part of the project record and can affect cost, schedule, and design intent.
What an RFI is for
Contract documents cannot describe every condition on a project. When the contractor finds a gap, a conflict between documents, or an unclear detail, the RFI is the formal channel for resolving it in writing. The written record matters as much as the answer: RFIs and their responses are routinely examined in claims and disputes, so both sides treat them as contract correspondence, not casual questions.
The AIA publishes a standard RFI form, AIA G716-2004. Many firms use their own templates or the forms built into their project management software. Whatever the format, an RFI carries a number, a date, the question, a reference to the affected drawing or specification section, and a requested response date.
Who issues RFIs, and who answers
RFIs typically flow upward through the contract chain. A subcontractor raises a question to the general contractor; the general contractor reviews it and, if it needs a design answer, forwards it to the architect. The architect answers directly or routes it to the relevant consultant, such as the structural or mechanical engineer.
For the design team, an RFI response is a contractual obligation with a clock on it. Response windows are set in the contract and commonly run 7 to 10 working days. A late or ambiguous answer can become the basis of a delay claim.
Two boundaries matter when responding:
- An RFI response clarifies the existing documents. If the answer changes the scope, cost, or schedule, it should not be settled in the RFI: it belongs in an ASI, a change order, or a construction change directive.
- An RFI is sometimes used tactically, to build a record for a future claim or to shift design responsibility. Design teams flag RFIs whose answer is already in the documents and respond by citing the location.
Worked example
A contractor building a mid-rise office project finds that the wall section on drawing A-501 shows through-wall flashing at the window head, while specification section 07 65 00 names a different flashing product than the one detailed. The contractor issues RFI 047: "Drawing A-501 detail 3 conflicts with spec 07 65 00 paragraph 2.1 on flashing material at window heads. Confirm which governs." The architect checks both, confirms the specification governs, and responds within the contract window citing the general conditions' order-of-precedence clause. No cost or time change results, so the RFI closes without a change order. If the correct product had cost more, the response would have directed the contractor to submit a change proposal instead.
Related terms
- Submittal: documentation the contractor provides for design-team review before work proceeds. RFIs ask questions; submittals show intent.
- ASI (Architect's Supplemental Instruction): the instrument for minor clarifications initiated by the architect.
- Change order: the instrument when an answer changes cost or schedule.
- Transmittal: the cover record documenting how RFIs and other documents move between parties.
- Construction administration: the service phase in which the design team handles RFIs.
Frequently asked questions
What does RFI stand for? RFI stands for request for information. In construction it is a formal written question about the contract documents, usually from the contractor to the design team. The same abbreviation means different things in other fields, such as procurement and radio engineering; this entry covers the construction meaning.
Who issues an RFI? Usually the general contractor, often passing along a question from a subcontractor. Owners and design teams can also issue them, but the common direction is contractor to architect.
How long does the design team have to respond? Whatever the contract says. Seven to ten working days is a common window. The clock and the paper trail both matter: late responses are a frequent basis for delay claims.
What is the difference between an RFI and a submittal? An RFI asks a question about the contract documents. A submittal presents what the contractor intends to build or install, such as shop drawings or product data, for the design team's review. Both are reviewed by the design team during construction administration, but they serve opposite directions of communication.
Does an RFI change the contract? No. An RFI response clarifies the documents. If the resolution changes cost, scope, or time, it must be processed as a change order or construction change directive; a minor no-cost change is issued as an ASI.
What does an RFI look like? A numbered one-page form: project name, RFI number, date, the question with drawing or specification references, requested response date, and a response block for the design team's answer and signature.
In practice
Cogram's project information tools draft RFI responses and file the related email threads to the project record; this entry is part of Cogram's AEC glossary.
Markdown version of this entry, for AI assistants and agents.