RFI vs Change Order: What's the Difference?
One asks a question. The other changes the contract. They're related but not interchangeable — and mixing them up can cost you.
The short version: An RFI clarifies what's already in the contract. A change order modifies the contract itself.
The Core Difference
| RFI | Change Order |
|---|---|
| Asks a question | Documents a change |
| Clarifies existing scope | Adds, removes, or modifies scope |
| Usually no cost impact | Almost always has cost/schedule impact |
| Initiated by contractor | Can be initiated by owner, architect, or contractor |
| "What did you mean by this?" | "Here's what we're changing." |
When to Use Each
Use an RFI when:
- ✓ Something in the drawings is unclear or contradictory
- ✓ A dimension is missing
- ✓ The plans show one thing, the specs say another
- ✓ You need confirmation on how to interpret something
- ✓ Field conditions don't match what was expected
Use a Change Order when:
- ✓ The owner wants something different than what's in the contract
- ✓ Hidden conditions require additional work
- ✓ Code requirements have changed
- ✓ Material substitutions affect the price
- ✓ The schedule needs to be formally adjusted
How RFIs Lead to Change Orders
Sometimes an RFI reveals that the original scope was incomplete or wrong. The answer to the question might require additional work that wasn't priced.
Example: The Missing Fire Rating
RFI: "Door D-15 is shown as a standard door, but it's in a 2-hour rated wall. Please confirm if this should be a fire-rated assembly."
Answer: "Yes, D-15 should be a 90-minute fire-rated door with closer and coordinator."
Result: The contractor's original price was for a standard door. The fire-rated assembly costs more. This triggers a change order for the price difference.
The RFI documented the question. The change order documents the cost impact of the answer.
Why the Paper Trail Matters
Both RFIs and change orders create documentation. That documentation matters when:
- ✓ Disputes happen — "We asked about this on RFI #47"
- ✓ Claims are filed — Documentation proves what was known when
- ✓ Audits occur — Every cost change should trace to a change order
- ✓ Lessons learned — What went wrong on this job that we can avoid next time?
Common Mistakes
Using an RFI to request a change
RFIs are for questions, not requests. If you want something different, that's a change order request (COR).
Doing the work before the CO is signed
If you proceed without a signed change order, you're taking the risk that you won't get paid for it.
Not tracking RFI answers
An RFI response that requires additional work needs to become a change order. Don't let it fall through the cracks.
The Typical Flow
- 1. Contractor finds something unclear in the documents
- 2. Contractor submits RFI
- 3. Architect/engineer responds
- 4. If the answer affects cost or schedule → contractor submits change order request
- 5. Owner approves, negotiates, or rejects
- 6. Signed change order authorizes the work
Bottom line: RFIs clarify. Change orders modify. Use the right tool for the job — and document everything.
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