How do I write an RFI on a building job?
An RFI (request for information) is a written question to the designer or contract administrator when the drawings or spec do not tell you what to build. Ask one question, point to the drawing and revision, propose an answer, and say by when you need the reply and why.
When to raise an RFI
Raise one when you cannot build or price something safely from the information you have. Typical cases:
- two drawings disagree, such as an architect's plan and an engineer's detail
- a dimension, level or detail is missing
- the detail shown cannot be built as drawn
- the drawings leave a choice open that is not yours to make, such as a finish or a product
Read the drawings and spec again first, because if the answer is already there an RFI only slows everyone down. If you want to change the design to suit how you build, that is a proposal, and it may be a variation, so check your contract for how it should be put forward.
One question, with the references
Keep to one question per RFI. If you bundle five questions together, the easy four get held up by the hard one.
Say exactly where you are looking:
- drawing number, title and revision letter for every drawing you mention
- the spec section, if the spec is involved
- the grid line, room name or level, so nobody has to guess which opening or wall you mean
Drawings get reissued. An RFI that says "see the lintel drawing" is useless once there are three revisions, so always give the revision.
Mark it up and propose a solution
Crop the relevant part of the drawing and mark it up: circle the problem, add the dimension that does not work, and write a short note. A clean crop from the PDF is easier to read than a photo of a printed drawing, and a small file opens on a phone.
Then say what you would do. A designer can answer "yes, do that" in a minute, but a blank question takes much longer. Make clear the proposal is only a suggestion, and that the decision stays with the designer.
Give a date, and say why
Put an "answer needed by" date on every RFI, and give the reason. The reason is the programme: for example, the lintels have a two-week lead time and the brickwork reaches that opening in week 5. A date with a reason gets answered; "ASAP" does not.
Say plainly what happens if the answer is late, such as the brickwork stopping at that opening. If a late answer will cost money or time, say so in writing. Check your contract for how and when you have to give notice of that.
An example RFI
This is a made-up RFI for a cottage extension near Kew Gardens:
- RFI no: 014. Raised: Monday 26 October. Raised by: site manager. To: architect, copy to structural engineer.
- Job: rear extension to a cottage near Kew Gardens.
- Drawings: A-201 revision C (ground floor plan) and S-102 revision B (lintel schedule).
- Question: S-102 shows a 150 mm bearing for lintel L3 over the rear window, but A-201 shows only 100 mm of brick pier at the left-hand end. Which is correct, and what bearing detail should we build?
- Attached: cropped extract of both drawings with the opening circled.
- Our suggestion, subject to the engineer's approval: widen the pier by half a brick to give the 150 mm bearing.
- Answer needed by: Friday 13 November. Reason: the lintel has a two-week lead time and brickwork reaches the opening in week 5.
- If late: brickwork stops at the rear wall and the following trades move back.
Log it and chase it
Number every RFI in order (RFI-001, RFI-002 and so on) and keep a log. One line per RFI is enough:
- number, date raised and who it went to
- subject and the drawings involved
- date needed by
- date answered and a short note of the answer
- whether the drawings have been updated to match
When the date passes with no reply, chase the same day. Send a short message that quotes the RFI number and the date, and follow it with a phone call if needed. If the answer comes back by phone or in conversation, write it down and send it back to confirm it, in the same way as any verbal instruction. Once you have an answer, make sure the drawing is revised or the answer is attached to it, so the person doing the work builds from the answer and not from the old drawing.