How to Write Effective RFI Responses in Construction

Keep your projects moving forward with better communication and fewer delays.

In construction, the Request for Information (RFI) process can either be a productivity killer or a project saver. Following construction RFI best practices ensures you stay on track, reduce delays, and avoid rework. For general contractors, RFIs are often the lifeline to the design team when something on the drawings doesn’t make sense—or when clarification is the only way to avoid costly rework. But while much has been said about writing clear RFIs, the quality of the responses is just as important.

As a GC, you’re often on both sides of the equation—submitting RFIs and reviewing responses. Knowing what to expect from a good reply helps you keep your team productive and informed.

Top 7 Construction RFI Best Practices for General Contractors

1. Respond quickly—or risk losing time (and money)

Even simple RFIs can cause significant delays when they linger unanswered. Whether you’re a self-performing GC or managing multiple subs, you know the field crew can’t afford to wait days for a response to a critical detail.

Set internal expectations for turnaround times, and escalate overdue responses early.

Tip for GCs: Use a project management platform like RedTeam Flex or RedTeam Go to track RFI due dates and assign responses to the right stakeholder.

2. Be direct and specific—answer the actual question

When you’re responding to RFIs (or evaluating design team responses), the biggest frustration is vague answers. Don’t settle for “See drawings” or “Per spec”—especially when what’s in the spec is already unclear.

Good RFI response example:
Question: Can we substitute a 4” slab for the 6” slab shown on A201?
Effective Response: The 6” slab is required for structural load-bearing in this area. Substitution is not acceptable. See Structural Sheet S102, Note 4, for reference.

Why it works: It gives a yes/no decision, explains the reason, and backs it up with specific documentation.

3. Reference the right document—and the right spot in it

Generic references slow down field decisions. If the RFI answer refers to a spec section or plan page, point to the exact paragraph or drawing detail. Even better—attach or mark it up.

Pro move: Annotate a PDF or include a screenshot in your RFI response so there’s no guesswork. This keeps foremen and superintendents from having to dig through plan sets in the trailer.

4. Clarify, don’t complicate

If the RFI is about design intent, your goal should be to reduce ambiguity. Be careful not to introduce more questions with your answer.

• If a substitution is allowed, list any constraints.

• If coordination with other trades is needed, note it.

• If your answer will trigger a change order, say so now—not later.

GC Insight: Many change orders can be traced back to vague or delayed RFI responses. Flag potential impacts upfront.

5. Log impacts to cost and schedule immediately

One of the biggest risks for GCs is not knowing the downstream effects of a clarification. Whether you’re issuing the RFI or receiving the response, track how the change might affect:

• Cost (materials, labor, subs)

• Schedule (lead time, sequence of work)

• Scope (potential for change orders)

Tip: Use an integrated platform like RedTeam Flex to link RFIs to potential change events, so your PMs and accounting team are aligned.

6. Avoid “refer to architect” (unless you have to)

As a GC, you know how frustrating it is when every RFI gets bounced to the design team—even if it’s something that could be answered internally. Make it a best practice on your projects to route RFIs to the right person the first time, and take ownership of the response when it’s within your control.

Better RFI culture = better field productivity.

7. Use a standard format for RFI responses

Consistency speeds everything up. Whether you’re replying to an RFI or reviewing one, a standard format helps everyone—from the project manager to the field crew—understand the issue.

Your RFI response format should include:

• Clear restatement of the question

• Direct yes/no or recommended course of action

• Supporting documentation or references

• Attachments if needed (drawings, specs, photos)

• Noted impacts (schedule, budget, scope)

• Author/date/time for accountability

8. Track and archive everything

On large projects, hundreds of RFIs might be issued—and you’ll be asked about decisions months later. Keep RFI responses tied to the relevant project files and ensure they’re easy to search and retrieve.

Use Case: RedTeam’s RFI management tools help GCs track every step—from submission to response—and store it all in a centralized project record.

RFIs Should Move Projects Forward

RFIs are an unavoidable part of construction. But done right, they’re a tool for progress, not a roadblock. As a general contractor, you can raise the bar by insisting on clear, timely, and actionable responses—and by modeling those same standards in your own replies.

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.