A good RFI gets answered in a few days. A bad one goes back and forth for weeks. The difference comes down to being clear, being specific, and giving the person answering everything they need upfront. Once you have a system for writing them, pair it with solid RFI tracking practices to keep everything moving. Here's how to write RFIs that actually get resolved quickly.

Key Statistics

According to Navigant Construction Forum research, the average RFI costs $1,080 in labor to process (creation, routing, review, response, distribution). On a typical commercial project, RFIs average 10-15 days to resolve, but poorly written RFIs take 2-3x longer. FMI data shows that 30-40% of RFIs require at least one follow-up question before they can be answered—these "ping-pong" RFIs are the largest source of schedule delays.

Step 1: Make Sure You Actually Need an RFI

Before you start writing, double-check that the answer isn't already somewhere in the documents. Many unnecessary RFIs come from not fully reading the specifications:

Check all related drawings (plans, sections, details, schedules)

Look through the specifications for that section

See if a similar question was already answered in a previous RFI

Check the addenda and bulletins

Review meeting minutes for relevant discussions

Step 2: Write a Subject Line That Actually Says Something

The subject should tell someone exactly what the RFI is about at a glance:

Don't Do This

• "Door question"

• "Need clarification"

• "Drawing conflict"

Do This Instead

• "Door 104A: Hardware conflicts with schedule"

• "Level 2 corridor: Duct elevation vs beam"

• "Spec 09 29 00: Missing paint color for Rm 201"

Step 3: Explain the Problem Clearly

In your first paragraph, spell out exactly what the issue is:

Cover These Points

Location: Grid lines, floor level, room number

Element: What specific thing is in question

Issue: What's missing, conflicting, or unclear

Impact: Why it matters and what work is affected

Example

"At grid intersection B-3, Level 2 (Room 204), the door schedule shows Door 204A as a 3'-0" x 7'-0" hollow metal door with a closer and panic hardware. The floor plan shows a 2'-8" door at this location. Framing starts next week in this area."

Step 4: Give Exact Document References

Make it easy for the person answering to find what you're talking about:

List specific sheet numbers (A-201, S-102, etc.)

Include detail references if applicable (Detail 3/A-501)

Reference spec sections by number and title

Note the drawing revision date and number

Attach marked-up excerpts showing the issue

Step 5: Ask a Question That Can Actually Be Answered

End with a clear, direct question:

Too Vague

• "Please advise."

• "What should we do?"

• "Please clarify."

Specific and Answerable

• "Should the door be 3'-0" or 2'-8"?"

• "Please confirm the correct elevation."

• "Which specification section governs?"

Step 6: Propose Solutions When You Can

Offering options speeds up the response:

Example Format

"We see two options:"

A) Install 3'-0" door per schedule, adjust wall framing

B) Install 2'-8" door per plan, revise schedule

"Please confirm which approach to take, or let us know if there's another option."

Step 7: Attach Pictures and Markups

Visual attachments make your RFI much easier to understand and answer. Use PDF markup tools to highlight the exact issue:

Marked-up drawing excerpts showing where the issue is

Photos if it's a field condition

Comparison images showing conflicting information

Sketches of proposed solutions if you have them

Step 8: Explain Why It's Urgent

Help them prioritize by being clear about timing:

When does this work need to start?

What other work is waiting on this answer?

What happens if the response is delayed?

Is there a point where your options become limited?

Frequently Asked Questions

How long should an RFI response take?

Most construction contracts specify 7-14 days for RFI responses. AIA A201 suggests "reasonable promptness" which courts have interpreted as 7-10 business days for standard questions. Critical path items may warrant expedited response requests. Track your RFI aging—responses consistently exceeding 14 days indicate a process problem.

What is the difference between an RFI and a submittal?

An RFI (Request for Information) asks for clarification or additional information about the contract documents. A submittal provides documentation (shop drawings, product data, samples) for approval before fabrication or installation. RFIs ask questions; submittals provide answers. Mixing them up delays both processes.

Can an RFI response change the contract scope?

RFIs should clarify existing scope, not change it. If an RFI response directs work that's outside the original contract scope, it may constitute a constructive change entitling the contractor to additional compensation. Best practice: if the response materially changes scope, document it and submit a change order request referencing the RFI.

Related Resources

How to Track RFIs in Construction

Set up an RFI tracking system that keeps nothing from falling through the cracks.

Construction Change Order Guide

When RFI responses lead to scope changes, know how to handle change orders.

How to Reduce RFIs in Construction

Strategies to catch issues before they become RFIs.

PDF to RFI Workflow

Streamline the process from finding an issue on a drawing to submitting an RFI.

Automated RFI Generation

Turn detected drawing issues into Procore RFIs with one click.

Articulate for Subcontractors

How subs use Articulate to identify issues and generate well-written RFIs.

Better Yet, Prevent the RFI in the First Place

The best RFI is one you never have to write. Articulate's AI catches drawing conflicts and missing information during preconstruction, before they turn into field RFIs.

Catch Issues Before They Become RFIs

Sources & References

• Navigant Construction Forum: The Impact of RFIs on Construction Costs and Schedule (2018)
• FMI Corporation: Construction Industry Productivity Study (2023)
• AIA Document A201-2017: General Conditions, Article 3.2 (Information and Services)
• ConsensusDocs 200: Standard Agreement and General Conditions
• AGC: RFI Best Practices for Commercial Construction

How to Write an RFI That Gets Answered Fast