RFI (Request for Information)
A formal written question from the contractor to the design team during construction asking for clarification of the documents.
Definition
A request for information (RFI) is a formal written question issued by the contractor to the design team during construction (or during bidding) asking for clarification, missing information, or resolution of a conflict between drawings, specifications, or field conditions. The architect or engineer responds in writing, and the response becomes part of the project record.
RFIs are the formal communication channel that protects all parties. Verbal answers from the architect have no contractual weight, and reliance on them is a frequent source of disputes.
How rfi (request for information) is used in estimating
During bidding, RFIs are how bidders surface ambiguity in the documents. The owner aggregates the questions and issues addenda with the answers, so every bidder is pricing the same clarified scope. After award, RFIs continue to be raised by the contractor for unresolved details, conflicts between disciplines, and field conditions that differ from the drawings.
For estimators, RFIs have a direct cost impact in two ways. First, an RFI response that adds scope or changes a detail typically generates a change order. Second, the time spent waiting for an RFI response can delay the schedule and trigger time-related cost. High RFI volume on a project is a leading indicator that the design is incomplete and that the contingency in the bid was probably too low. Tracking RFI cost impact rigorously is a routine part of estimator and project-controls work on commercial projects.
When to issue an RFI
Issue an RFI any time the documents are unclear, contradictory, or silent on a detail required to perform the work. Do not rely on verbal direction from the architect or engineer — get it in writing. Issue the RFI as early as possible, because every day the response is delayed potentially affects the schedule. Track RFIs in a log with date opened, date answered, schedule impact, and cost impact for project records.
Related terms
Frequently asked questions
Q.What does RFI stand for?
RFI stands for request for information. It is a formal written question from the contractor to the design team seeking clarification of the construction documents.
Q.Who responds to an RFI?
The architect of record or the relevant design consultant (structural, MEP, civil) responds in writing. The owner is typically copied so they are aware of issues that may impact cost or schedule.
Q.How long should an RFI take to answer?
Most contracts require a response within a defined number of business days, often 5 to 10 days. Time-critical RFIs may require expedited response — the contractor should flag urgency in the request itself.
Q.Do RFIs cost money?
The RFI itself does not, but RFI responses that add scope or delay the schedule trigger change orders and time-impact claims. High RFI volume signals an incomplete design and is correlated with project cost growth.
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