RFIs in Construction: Everything You Need to Know About Requests for Information
In a perfect world, construction blueprints would be flawless. Every beam would fit perfectly, every pipe would have a clear path, and every material would be available instantly.
But construction takes place in the real world. Site conditions change, drawings have conflicts, and specifications can be vague. When clarity is needed, the industry relies on a critical tool: the Request for Information (RFI).
At S-Bar Construction, we view the RFI not as a sign of trouble, but as a tool for precision. It is the formal mechanism we use to bridge the gap between a drawing on paper and a standing structure. Here is everything you need to know about RFIs, why they matter, and how we handle them differently.
What is an RFI in Construction?
An RFI (Request for Information) is a formal written document used by the construction team (General Contractor or Subcontractor) to ask the design team (Architect or Engineer) for clarification on the contract documents.
It is important to distinguish an RFI from a simple question. An RFI is a contractual document that creates a paper trail. If a decision is made via RFI that changes the scope of work, that document becomes the justification for potential schedule changes or budget adjustments later.
The 3 Main Reasons RFIs Are Generated
Why can't contractors just "figure it out"? In commercial and industrial construction, building based on assumptions is a liability risk. We use RFIs to resolve:
Design Conflicts: When the architectural drawings say one thing (e.g., "put a door here") but the structural drawings say another (e.g., "there is a steel column here").
Incomplete Information: When a specific material, dimension, or finish isn't specified in the plans.
Unforeseen Site Conditions: Common in renovations or earthwork, this happens when we encounter something on the physical site that wasn't on the survey (like an old underground tank or a load-bearing wall that was supposed to be non-structural).
The Cost of Poor RFI Management (And How We Avoid It)
Inexperienced contractors often stumble with RFIs, leading to what we call "death by paper." Common mistakes include waiting too long to ask, being too vague in the question ("What does this mean?"), or failing to track the response.
At S-Bar Construction, we turn the RFI process into a strategic advantage using a 3-step proactive approach:
1. Solutions, Not Just Questions
We rarely send an RFI that just asks, "What do we do?" That puts the burden entirely on the architect and slows down the answer. Instead, we use a "Proposed Solution" format:
"We found a conflict between the ductwork and the beam at Gridline 4. We recommend rerouting the duct 6 inches to the north to maintain ceiling height. Do you concur?" This makes it easy for the engineer to simply say "Approved," cutting response time in half.
2. Technology-Driven Accountability
Gone are the days of loose papers and lost emails. We utilize digital project management platforms (like Procore) to centralize all RFIs.
Timestamps: We know exactly when an RFI was sent and viewed, ensuring accountability.
Field Access: Once an answer is received, it is instantly pushed to the tablets of our superintendents in the field, ensuring no one is building off old plans.
3. Pre-Construction Vetting
The best RFI is the one you never have to write. Our rigorous pre-construction phase aims to identify conflicts before we mobilize. By catching discrepancies early, we minimize the "stop-and-start" delays that kill project momentum.
Why Efficient RFIs Save You Money
For a project owner, the speed of the RFI process is directly tied to the budget.
Slow RFI process: Work stops -> Schedule slides -> Costs go up.
Fast RFI process: Clarity is gained -> Work continues -> Schedule is protected.
An RFI is more than a form; it’s a communication tool. When managed correctly by an experienced General Contractor, it ensures your building is safe, code-compliant, and built exactly to your vision.
Here are 4 high-value FAQs to add to the end of the RFI blog. These are designed to capture specific search queries and address common client concerns.
Build with Clarity, Not Confusion
The difference between a chaotic project and a successful one often comes down to how well information is managed. An RFI shouldn't be a source of stress—it should be a sign that your contractor is paying attention to the details that protect your investment.
At S-Bar Construction, we believe that transparent communication is just as important as the concrete and steel we install. Our proactive approach to RFIs ensures that small questions never turn into big problems, keeping your project on time and your budget intact.
Don't leave your next commercial build to chance. Choose a partner who values precision and partnership.
Ready to start a project with a team that gets it right the first time?
Contact S-Bar Construction today to discuss your vision.
Frequently Asked Questions (FAQ)
1. What is an RFI in construction?
An RFI, or Request for Information, is a formal question submitted when plans, drawings, or contract documents are unclear, incomplete, or contradictory. It ensures you get clarity before work continues.
2. Why are RFIs important?
They prevent costly mistakes, align teams, and eliminate guesswork. RFIs keep everyone working from accurate information so the project stays on schedule and avoids rework.
3. What is the difference between an RFI, a Submittal, and a Change Order?
Think of it this way:
RFI: Asking a question ("Does the door swing left or right?").
Submittal: Proving quality ("Here is the spec sheet for the door we plan to install; please approve it").
Change Order: Changing the contract ("The client wants a glass door instead of wood; this adds $500"). An RFI can lead to a Change Order if the answer changes the scope, but they are not the same thing.
4. Does an RFI always mean extra cost?
No. Most RFIs are simply clarifications (e.g., confirming a paint color or dimension) that have zero cost impact. However, if an RFI uncovers a design error or a new client request that requires additional material or labor, it may trigger a Change Order.
5. How long should an RFI response take?
Most construction contracts specify a response time, typically between 5 to 7 business days. However, at S-Bar, we classify RFIs by urgency (Low, Medium, Critical) to help the design team prioritize. A critical RFI affecting the schedule needs an answer in hours, not days.
