How to Write Effective RFI Responses in Construction
Requests for Information (RFIs) are a normal part of commercial construction projects. The general contractor is the conduit for clarifications between subcontractors and the design team. When managed well, RFIs keep the project moving; when mismanaged, they can cause delays, disputes, and even claims.
As a general contractor, you are responsible for both issuing RFIs upstream (to the architect/engineer) and managing RFIs downstream (from subcontractors). The following best practices will help you discharge those duties effectively while protecting your position under the contract.
Top 7 Construction RFI Best Practices for General Contractors
1. Respond Promptly—Time Is of the Essence
Article 3.2.2 of A201 requires the contractor to promptly report errors, omissions, or inconsistencies. Delayed RFIs can become a source of claims for time extensions or cost impacts.
Set internal deadlines for RFI review and escalation.
Escalate overdue responses before they jeopardize the schedule.
Use project management software (e.g., RedTeam) to track due dates and ensure accountability.
2. Require Direct, Actionable Answers
Vague responses like “See drawings” do not meet the contractor’s need for clarity. Under A201, the design professional’s role is to interpret the Contract Documents—answers should resolve the question, not pass it back.
Good Example:
Q: Can a 4” slab be substituted for the 6” slab on Sheet A201?
A: No. The 6” slab is required for structural load-bearing. See Structural Sheet S102, Note 4.
This kind of reply eliminates ambiguity, cites authority, and protects you from future disputes.
3. Insist on Specific References
Contract administration under A201 is document-driven. If the answer refers to a spec, drawing, or code, it must cite the exact section or detail.
Request sheet numbers, detail tags, and paragraph references.
Encourage annotated PDFs or marked-up drawings to eliminate guesswork.
Attach supporting documentation for the project record.
4. Clarify Without Complicating
The architect’s interpretation should resolve the issue, not create new uncertainties. As GC:
If substitutions are permitted, note all constraints.
If other trades are affected, document required coordination.
If the answer has cost or time implications, flag them immediately.
Remember: Many change orders originate from poorly worded RFIs. Get impacts documented upfront.
5. Track Cost, Schedule, and Scope Impacts
Under A201 §3.2.4, the contractor is not responsible for design errors but must promptly identify impacts. Every RFI should be reviewed for potential:
Cost (materials, labor, subcontractor pricing)
Schedule (lead times, sequencing)
Scope (potential for change orders)
Integrating RFIs with change management tools ensures alignment between the field, PMs, and accounting.
6. Don’t Over-Route RFIs
While the architect is the default interpreter of the documents, not every question belongs on their desk. Questions that can be resolved internally—such as means and methods—should be answered by the GC.
Taking ownership of responses where appropriate builds credibility and reduces bottlenecks.
7. Standardize RFI Formats
Consistency reduces confusion. A best-practice RFI response should always include:
Restatement of the question
Direct answer (yes/no or instruction)
Specific references to drawings/specs
Attachments (marked-up drawings, photos, submittal extracts)
Notation of potential cost/schedule impacts
Date, author, and distribution list for accountability
8. Archive and Maintain the Record
Article 3.11 of A201 requires the contractor to maintain project records. RFIs are often revisited months (or years) later in disputes.
Store RFIs in a searchable system linked to the project record.
Ensure responses are tied to related submittals, change orders, and meeting minutes.
Be prepared to demonstrate that you acted promptly and relied reasonably on the design team’s clarifications.
RFIs Should Move the Project Forward
RFIs are not just paperwork—they are part of the contractor’s duty to promptly notify, seek interpretation, and protect against defective work. By insisting on clear, timely, and specific responses—and modeling those standards in your own replies—you protect both your project and your contractual position.
Looking for a better way to manage RFIs?
RedTeam’s construction management solutions help GCs streamline communication, track accountability, and reduce rework. Request a demo to see how our tools support your team from preconstruction through closeout.
