What's the difference between RFIs, submittals and specifications
Construction projects generate a flood of documents. RFIs, submittals, and specifications often get lumped together, but they serve very different purposes. AIA A201-2017 (General Conditions of the Contract for Construction) defines the roles and responsibilities for each. Understanding the differences helps contractors, architects and owners avoid delays, scope gaps and costly misunderstandings.
Specifications
What they are
Specifications are part of the contract documents. They define materials, products, and workmanship standards for the project. They often include performance requirements, reference standards and administrative procedures.
Who is responsible
- Architect: Writes the specifications and makes them part of the contract documents.
- Contractor: Must follow the specifications when procuring materials and performing work.
Key point
Specifications are binding. They establish the baseline against which submittals are reviewed and RFIs are answered.
Submittal
What they are
Submittals include shop drawings, product data and samples that the contractor submits for Architect review. They demonstrate how the contractor intends to comply with the specifications and contract documents. Submittals are not contract documents themselves.
Who is responsible
- Contractor: Prepares and submits shop drawings, product data, and samples. Reviews submittals internally before sending to the Architect.
- Architect: Reviews submittals only for compliance with the contract documents. The Architect does not check for means, methods, or safety compliance.
- Subcontractors/vendors: Provide technical data, drawings, or samples to the contractor.
Key point
Submittals show intent to comply, but they don’t modify the contract unless the Architect issues a formal change.
RFIs (Requests for Information)
What they are
RFIs are formal questions contractors send to clarify design intent or resolve conflicts in the contract documents. They help close gaps, address ambiguities, or resolve conflicts between drawings and specifications.
Who is responsible
- Contractor: Drafts and submits RFIs when clarification is needed. Should review carefully first to avoid unnecessary questions.
- Architect: Responds with clarifications or interpretations of the contract documents.
- Owner: May weigh in if the RFI involves cost or schedule impacts.
Key point
RFIs clarify the contract documents but do not, by themselves, change the contract. If a clarification requires a change, it must be handled through a modification.
Why the differences matter
- Specifications set the rules of the game.
- Submittals show how the contractor plans to meet those rules.
- RFIs keep the rules clear when questions come up.
Confusing these documents can lead to miscommunication, unapproved substitutions, or disputes over responsibility. AIA A201-2017 assigns clear roles so each party knows who creates, reviews and enforces each type of document.
Best practices
- Contractors: Review submittals and RFIs internally before sending them on. Incomplete packages or vague questions slow down review and create friction.
- Architects: Track responses to keep reviews timely and consistent. Distinguish between clarifications and modifications.
- Owners: Stay aware of RFIs and submittal logs so you can anticipate cost and schedule impacts.
Quick FAQ
Do submittals change the design?
No. Submittals only demonstrate compliance. Changes require Architect-issued modifications.
Can an RFI substitute for a submittal?
No. RFIs seek clarification, while submittals provide technical evidence of compliance.
Why do specifications matter if I have drawings?
Drawings show dimensions and relationships, while specifications establish materials, quality, and performance standards. Both work together as contract documents.
Keep your project documents in sync with RedTeam
RFIs, submittals and specifications only work when they stay coordinated. RedTeam centralizes document management, tracks responses in real time and keeps the entire project team aligned. Request a demo today to see how RedTeam streamlines communication and reduces risk.
