What is an RFI?
A Request for Information (RFI) is a formal document used in construction to clarify uncertainties in plans, specifications, or contract documents before work proceeds.
In plain English: An RFI is a formal way to ask "What did you mean by this?" when something in the drawings or specs is unclear, missing, or contradictory.
Why RFIs Matter
Construction documents are complex. Even the best architects and engineers can't anticipate every field condition or perfectly coordinate hundreds of drawing sheets. When a contractor finds something that doesn't add up, they have three choices:
- Guess — and risk doing it wrong
- Stop work — and lose time waiting for answers
- Submit an RFI — and get a documented answer
The RFI creates a paper trail. It shows when the question was asked, who answered it, and what was decided. That documentation protects everyone — contractor, owner, and design team.
The Real Cost of RFIs
RFIs aren't free. According to the Navigant Construction Forum:
That $1,080 includes administrative time, technical review, and the back-and-forth between parties. On a large project, RFI costs can reach $800K+. The goal isn't to eliminate RFIs — it's to catch the issues earlier, before they become expensive field problems.
Common RFI Triggers
Most RFIs fall into a few categories:
- ✓ Incomplete drawings — Dimensions missing, details not shown
- ✓ Conflicting information — Plan says one thing, schedule says another
- ✓ Material substitutions — Specified product unavailable, need approval for alternate
- ✓ Field conditions — What's actually there doesn't match what was drawn
- ✓ Code compliance — Need clarification on how to meet local requirements
Example: Door Count Discrepancy
Situation: Floor plan A-101 shows 17 doors. Door schedule lists 15 doors with hardware specs.
The question: "Please clarify the door count discrepancy between A-101 (17 doors shown) and the Door Schedule (15 doors listed). Which count is correct? Please advise on the type, size, and hardware for any doors not currently in the schedule."
Why it matters: Ordering 15 doors when you need 17 means delays. Ordering 17 when you need 15 means wasted material and returns. The RFI gets you the right answer — documented.
RFI vs Change Order
These two documents are often confused. Here's the difference:
| RFI | Change Order |
|---|---|
| Asks a question | Changes the contract |
| Clarifies existing scope | Adds, removes, or modifies scope |
| No cost impact (usually) | Has cost and/or schedule impact |
| "What did you mean?" | "Here's what's changing" |
Sometimes an RFI response reveals that additional work is needed — that's when an RFI leads to a Change Order.
How Construct Buddy Helps
Many RFIs stem from discrepancies that could have been caught during plan review — if someone had the time to cross-check everything. That's where AI helps.
Construct Buddy compares what's drawn (visual detection) against what's scheduled (typed text). When the door count on A-101 doesn't match the door schedule, we flag it as an "Area of Concern" — before you're standing on site wondering which number is right.
Detection alone is easy. Validation is where the value is.