Construction
Design
Guides
Project Management
06/02/2025
9min
RFIs in Construction: What They Are and Why They Matter
Construction projects are a balancing act.
Between tight timelines, evolving site conditions, and a constant flow of decisions, the most detailed plans still leave room for questions once boots hit the ground.
To keep jobs moving, crews need answers to the questions in those plans fast.
That’s where the Request for Information, or RFI, comes in.
An RFI in construction is a formal document used during a project to request clarification about plans, specifications, materials, or any unclear aspect of a job.
Typically, an RFI in construction is submitted by a subcontractor or general contractor when they encounter something that needs clarification while working on a site.
For example, a framing crew might notice a discrepancy between the architectural and structural plans and pause the job until they get a definitive answer. Rather than guessing or risking rework, they submit an RFI to the project architect, engineer, or client.
What sets an RFI in construction apart is the attention to detail. It includes the location on the plan, a clear description of the issue, and often a proposed solution. Plus, after one is created, it leaves a trail of documentation that protects everyone involved.
The core purpose of an RFI in construction is to give teams a structured way to answer questions and resolve discrepancies during a project and prevent issues before they arise.
No matter how thorough the drawings or detailed the specs, real-world projects are full of moving parts. Conditions change, interpretations vary, and even small oversights can lead to big setbacks.
By formalizing questions and routing them to the right decision-makers, an RFI in construction can keep projects moving forward. Contractors can raise concerns early and get the clarity they need to feel confident throughout projects and avoid missing details, conflicting dimensions, or unexpected site conditions.
In addition, a well-managed RFI process creates a reliable documentation trail. It makes it easy for decisions to be recorded and referenced later. That means less finger-pointing, stronger accountability, and fewer missteps.
It also reduces risk by ensuring that changes or clarifications are reviewed and approved before work continues. Notably, 52% of rework is caused by poor project data and miscommunication. When RFIs are in place, the chance of rework goes down.
Let’s say a subcontractor is reviewing the construction drawings for a new residential build.
On the architectural plans, the ceiling height in the great room is listed as 12 feet. But on the mechanical drawings, ductwork is laid out as if the ceiling is only 10 feet. It’s unclear which height is correct, and proceeding without clarification could lead to a major conflict once materials are installed.
Rather than making an assumption and continuing construction as planned, the subcontractor submits an RFI to the architect and mechanical engineer. The RFI outlines the discrepancy, references both sheets, and requests a clear answer.
Once the team reviews and responds, the correct ceiling height is confirmed, and the plans are updated.
Here’s how a typical RFI in construction flows through a project, from the field to final resolution:
First, a contractor or subcontractor will identify an issue. They’ll then draft an RFI that includes:
The RFI is then submitted to the appropriate person. This is usually the architect, engineer, or owner’s representative. On larger projects, this may go through a construction manager or a project management platform that routes it to the right person.
The recipient reviews the RFI, sometimes looping in other stakeholders (such as structural or MEP consultants). After aligning on an answer, they provide a written response that resolves the issue.
Once answered, the response is communicated to the field team. Everyone working on that portion of the project must see the update to move forward with the correct information.
If the information from the RFI alters the design, scope, or schedule, the official documentation is updated to reflect the change. That way, the project record stays accurate and aligned.
When RFIs aren’t handled well, they can cause more problems than they solve.
RFIs and RFPs in construction each serve a different project stage. Understanding the difference ensures everyone is speaking the same language.
| Document | When Used | Purpose | Submitted By |
| RFI | During construction | Clarify plans/specs | Contractor/Sub |
| RFP | Pre-construction | Solicit bids | Owner/Client |
Another version to keep in mind is submittals. These are detailed documents that include product data, shop drawings, or material samples. They are submitted during early construction for design team approval and are typically prepared by contractors or vendors.
A well-written RFI in construction saves time, reduces confusion, and increases the chances of a fast, accurate response. Here’s how to do it right:
When every team handles RFIs differently, like through emails, texts, or random spreadsheets, it’s a recipe for miscommunication and delays. Disjointed processes make it hard to track who asked what, when, and whether it was ever resolved. This can lead to rework, which usually accounts for 12% of a project’s cost.
That’s why standardized workflows are essential. Having one centralized location for people to submit their RFIs and respond quickly reduces the chance of errors or missed details.
If you need help developing a standardized RFI in the construction process, we’ve made this easy-to-use construction RFI template. To edit, make a copy on your own Google Drive. Feel free to change and send that version to the people you need information from.
DOWNLOAD THE CONSTRUCTION RFI TEMPLATE HERE
If managing an RFI in construction sounds difficult, don’t worry. With Punchlist, teams can flag issues directly on blueprints, using pins, comments, and visual annotations that show exactly what information they need and where they need it on site.
Plus, you can attach photos or videos for added context, so there’s no confusion about what’s being asked.
Punchlist creates one shared workspace where all stakeholders, from architects and contractors to clients, can review and resolve discrepancies between plan and build together for ultimate quality assurance. Once your site is through, you can also use Punchlist as a punch list for your final site walkthrough!
If you’re ready to streamline how your team handles discrepancies between plan and build, try Punchlist free for 30 days.
An RFI (Request for Information) is a formal document used during a construction project to request clarification about unclear plans, specifications, or materials. It helps teams resolve design or scope questions before work continues.
A DCVR (Daily Construction Verification Report), on the other hand, is a daily record of on-site activity. It tracks completed tasks, workforce numbers, equipment usage, and any issues that occurred.
The key difference: RFIs are used to ask questions and get approvals, while DCVRs are used to document progress and job site activity.
