You’ve likely heard the term RFI if you’re in the industry. It stands for request for information, and it’s an essential tool for managing expectations and ensuring clarity on your projects. RFIs in construction can help your company run more smoothly, whether you are writing them or responding to them.
Let’s break down what an RFI is, when it’s used, how it’s different from an RFP, and how to write and respond to one.
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An RFI, or request for information, is a formal process to manage and track construction details or changes. It’s also a written document that clarifies specifics, resolves knowledge gaps, and addresses uncertainties in a construction project.
For example, suppose you’re a contractor for a new commercial building. The blueprints specify a type of window but don’t mention if it’s fire-rated or not. Rather than guess or make assumptions, you’d submit an RFI to the architect or project manager for clarification. The answer would guide your next steps, ensuring the building is built correctly and to code.
RFIs in construction don’t belong to a single group or role. General contractors, subcontractors, architects, engineers, and material suppliers, can use them to clarify various types of construction contracts. The most common uses are to:
You can use a request for information in construction at any stage of the project — even before it begins. For instance, an RFI can help you get more details about the construction scope of work to refine a bid before submitting it.
Most often, you’ll use it after a project has begun when sticking to specifications and accuracy is crucial. This is when you might need to clarify a drawing or specification with the designer or engineer, document concerns about materials, or suggest a change or substitution.
While an RFI helps to gather information and clarify details about a project, an RFP (request for proposal) is a formal invitation for contractors to submit bids. Organizations and governments use RFPs when they’re ready to start a project.
RFPs allows a company to evaluate the cost, timeline, and specifications proposed by potential contractors before deciding who to hire. Knowing how to respond to an RFP is especially helpful if you’re interested in getting government contracts.
On the other hand, companies use an RFQ (request for quotation) to ask for price quotes for a product or service they plan to purchase. It’s best when a company or government agency needs a consistent supply of standard products. RFQs can be sent to several vendors to get prices for, say, replacing 100 office computers.
When writing an RFI, clear communication is crucial to getting the answer you need as quickly as possible. Using a consistent structure, clearly articulating your question, and providing context for the issue are all helpful. You could also include images (drawings or photographs) to help get your point across.
Here are key elements to include in a construction RFI:
Remember, an RFI becomes part of the project’s official documentation and may create legal obligations or liabilities. Be mindful of this when drafting your RFI, and ensure your questions are appropriate, relevant and well-articulated.
How to respond to an RFI is as critical as writing one. Double-check that your answer is accurate and prompt to maintain the project’s momentum and avoid delays. Here’s a step-by-step guide:
Just like when writing an RFI, responding to one can create legal risks. Your response should be:
Keep in mind that not responding can also lead to legal liability. You should always answer an RFI, even if it simply directs the requester to the original plans or other documents for the answer.
Miscommunication in a construction project can create a domino effect of issues, leading to unnecessary delays and escalating costs. RFIs can keep the timeline in check by clarifying points of information. They also create a clear process for answering questions and resolving disputes to minimize confusion for those involved in the project.
At NEXT, we recognize the unique challenges that construction businesses face, including potential professional liability that comes with writing and responding to RFIs. That’s why our business insurance policies can be customized to meet your needs and help protect you from risk.
Our streamlined application process is all online. You can get the right insurance coverage about 10 minutes, so you can get back to your projects.
Amy Beardsley, insurance expert and contributing writer at NEXT Insurance, is a content marketing writer who specializes in small business coverage. Leveraging her background in the legal field, Amy brings a deep understanding of laws, regulations, and compliance requirements to her work. As a content marketing writer since 2016, she has contributed to publications like Legal & General, Berkshire Hathaway Specialty Insurance, Insurify, and NerdWallet. Her work has also appeared in CNBC, Kiplinger, and US News. When she’s not writing, Amy enjoys playing cards with her family and experimenting with new recipes.
