How To Write An RFI In Construction

In the world of construction, Request for Information (RFI) processes are crucial for clarifying uncertainties and ensuring project success. Whether you’re new to RFIs or looking to refine your approach, this blog post will guide you through best practices for crafting effective RFIs. Remember, anything worth doing is worth doing the right way. So, let’s dive in and make sure your RFIs are done well and efficiently.

1. Clarity is Key

When writing an RFI, clarity is paramount. Be straightforward and avoid convoluted language. Early in my engineering career, I might have written RFIs as if I were scripting a grand epic, but a project manager quickly taught me a valuable lesson: simplicity works best. Keep your RFIs concise and to the point. Avoid flowery language and focus on clearly stating what information you need.

2. Provide Context

The person receiving your RFI isn’t inside your head. It’s essential to offer enough context so they understand the request without having to dig through project files. Include relevant project details and background information to reduce their need for extensive context switching.

3. Use the Standardized Format

Adhering to your company’s standardized format and templates for RFIs helps maintain consistency. This predictability ensures that the recipient knows exactly what to expect. Always include key details such as the project name, date, and specific drawing locations or project identifiers.

4. Be Specific

Avoid vague or ambiguous language. Clearly define what you need and avoid sending requests like “Give me more details on page X.” Instead, specify the exact information you’re seeking. If possible, suggest potential answers or solutions to make it easier for the recipient to respond efficiently.

5. Include Additional Documents, Drawings, & Sketches

Attach all relevant drawings, documents, and sketches that pertain to your RFI. If a particular drawing or specification is referenced, make sure it’s easily accessible. This helps the recipient provide a well-informed response and speeds up the review process.

6. Prioritize Urgency

Clearly indicate if the RFI is time-sensitive and specify any deadlines. Avoid batching multiple RFIs together as this can overwhelm the recipient. Prioritize your RFIs and communicate urgency without overusing this request, as this can desensitize the recipient to genuine emergencies.

7. Organize Your RFI Logically

Structure your RFI with a clear introduction, body, and conclusion. This logical organization helps the recipient quickly grasp the issue. Consider offering multiple options or suggestions in your RFI to facilitate easier problem-solving and decision-making.

8. Use a Formal Tone

Maintain a professional and respectful tone in your RFIs. Avoid any negative comments or accusations. Treat the recipient as a partner and ensure your communication remains constructive and courteous.

9. Identify Responsible Parties

Clearly state who is expected to answer the RFI and provide their contact details for follow-up. This ensures accountability and streamlines communication, making it easier to address and resolve the issue.

10. Track and Reference

Assign a unique identifier to each RFI and reference any previous communications related to it. This practice helps in tracking the RFI’s status and makes it easier to follow up during meetings or discussions.

11. Review for Accuracy

Before submitting your RFI, review it carefully for accuracy. Having another engineer or manager review it can provide valuable feedback and ensure that all necessary details are included. Check from the recipient’s perspective to confirm that they have all the information needed.

12. Consider the Impacts

Before sending an RFI, consider its potential impact on costs or schedules. Discuss major changes with your project manager and clearly communicate any potential impacts within the RFI. Notify the owner and designers if necessary, using separate communication channels.

13. Request Alternatives If Necessary

When appropriate, request alternatives or suggest different options in your RFI. This approach fosters collaboration and can lead to more effective problem-solving, reducing the chances of receiving a flat-out denial.

14. Acknowledge Receipt

Once you receive a response to your RFI, acknowledge its receipt and confirm that the information is clear and actionable. This step ensures that both parties are on the same page and helps prevent misunderstandings.

15. Follow Up

Track and follow up on RFIs, especially those that could impact ongoing work. Maintain open communication with designers and ensure that RFIs are addressed in a timely manner. Use meetings to discuss RFIs and keep everyone informed of their status.

Important Reminders

• Approval of Pricing: Ensure that any additional costs associated with an RFI are approved before work begins or before distributing the information to trades.
• Preventative Measures: Good design during pre-construction can minimize the need for RFIs. Aim for thorough planning to reduce RFIs during construction.
• Impact of RFIs: Every RFI can cause variation and impact project timelines and costs. Minimize their number and manage their effects carefully.
• Timing of Work: RFIs should be resolved before work begins to avoid delays. Ensure that responses align with the project schedule.
• Preparation for Changes: Understand that implementing changes from RFIs can be time-consuming for trades. Avoid unrealistic expectations regarding turnaround times.

By following these guidelines, you can improve the effectiveness of your RFIs and contribute to smoother project management. For your convenience, we’ve prepared a beautifully formatted checklist that you can use every time you write an RFI. Just as pilots rely on checklists, using one for RFIs can simplify your process and help avoid common pitfalls. Download your checklist from the description below and streamline your RFI process today. Thank you for reading this blog! I hope you find these tips useful and that they enhance your RFI management skills.