Stop the Bleed: How Effective RFIs Save Your Project Time and Money
In the construction industry, information is currency. But when that information is missing, unclear, or contradictory, the cost is real. The Request for Information (RFI) is the standard vehicle for clarifying these gaps, yet it is often misused.
Too many RFIs are vague, argumentative, or incomplete, leading to "RFI ping-pong" between the field and the design team. The stakes are high: industry studies indicate that unresolved RFIs contribute to 10-15% of total project overruns.
To protect your schedule and your budget, you must master the art of the "Effective RFI." Here is how to write RFIs that get answers, not just more questions.
The 5 Pillars of an Effective RFI
An RFI shouldn't be a mystery novel; it needs to be an instruction manual for the design team on what you need and why you need it.
1. Be Concise and Clear
The subject line should be a headline, not a generic label. Instead of "Clash in Room 101," try "Ductwork vs. Beam Conflict in Rm 101 Ceiling." In the body, ask a direct question. Avoid narrative fluff or emotional language. The goal is to make it as easy as possible for the engineer or architect to understand the issue in seconds.
2. Reference Specifics
Never make the reviewer hunt for information. An effective RFI explicitly cites:
Drawing Numbers: (e.g., "See sheet A-401, Detail 3")
Specification Sections: (e.g., "Spec Section 09 30 00, Para 2.1")
RFI History: If this links to a previous RFI, reference that number.
3. A Picture is Worth a Thousand Words
Text descriptions of spatial problems are rarely sufficient. Always include a marked-up exhibit. Take a screenshot of the plan, circle the specific area in a bright color (Red/Bluebeam), and add a text box with your question directly on the drawing. This eliminates ambiguity and drastically reduces response time.
4. Quantify Potential Impacts
Don't wait for the Change Order to discuss money and time. If the answer to the RFI might delay the critical path or require extra material, state it clearly in the RFI.
"If not resolved by [Date], this issue will impact the framing inspection scheduled for [Date]." This flags the priority level for the design team, helping them triage their inbox.
5. Propose a Solution
This is the "Golden Rule" of RFIs. Don't just identify a problem; suggest a fix. You are the one in the field seeing the physical constraints.
Bad: "This pipe doesn't fit. Please advise."
Good: "The 4-inch pipe clashes with the beam. Proposed Solution: Route pipe 6 inches lower and box out the ceiling as shown in the attached sketch." Engineers are much more likely to stamp "Conforms as Noted" on a reasonable suggestion than they are to design a new solution from scratch.
Early Resolution Prevents Cascading Delays
The 10-15% overrun statistic mentioned earlier isn't usually caused by a single massive error; it is caused by the "death by a thousand cuts" of small delays.
When an RFI sits unanswered for two weeks, it doesn't just stall one trade. It prevents the wall from being closed, which delays the painter, which delays the trim, which pushes the punch list. This is the cascading delay.
By writing RFIs that are complete, visual, and solution-oriented, you reduce the friction in the review process. You turn a potential two-week delay into a 48-hour turnaround.
Conclusion
RFIs are not just administrative paperwork; they are a critical project management tool. By focusing on concise communication, clear exhibits, and proposed solutions, you stop being a passive observer of problems and become an active driver of project success.
