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A site question can become expensive when its answer stays in a chat message while drawings and procurement continue unchanged. An RFI—request for information—provides a traceable way to raise an ambiguity and obtain a coordinated response. Its value is clarity, not the number of forms issued.
Describe one decision clearly, attach the relevant evidence, identify the required response date and track how the answer affects drawings and work. Do not treat an RFI response as automatic authorisation for additional cost or a scope change.
Use an RFI for a defined uncertainty
Examples include conflicting dimensions, an unclear junction or a missing interface detail. First check the current document set and agreed instructions. An RFI should explain what remains unclear after that review, rather than ask the designer to repeat information already issued.
Separate unrelated questions so each can be answered and closed. Include the affected location and activity. Avoid a broad request such as “please confirm MEP” that leaves the responder to identify the problem.
Provide enough evidence for a decision
Reference drawing numbers and revisions, specifications and relevant photographs. Mark the affected area and explain the conflict. If proposing an option, state its assumptions and known consequences without presenting it as already approved.
Identify the party expected to coordinate the response. Some questions require input from several disciplines. The project manager should ensure the answer is consolidated rather than leaving the site team to reconcile contradictory replies.
Link the response date to the programme
State when the decision is needed and which activity depends on it. Allow reasonable review time and raise the question before procurement or installation reaches a stop point. Mark genuine urgency clearly without labelling every item critical.
Track overdue responses and escalate through the agreed project procedure. Do not conceal a delay by proceeding on an undocumented assumption. If work can continue elsewhere, record the revised sequence and any implications for the wider programme.
Separate clarification from change control
A response may clarify existing intent or reveal a change needing further instruction. Review the cost, time and scope consequences under the actual contract. Technical correspondence alone should not be assumed to settle commercial entitlement.
Update the relevant drawings, schedules and procurement information after an authorised decision. If a product change is involved, use the material-substitution review. Keep superseded information identifiable so different trades do not build different answers.
Close the issue with implementation evidence
Record the response, responsible action owner and status. Closure should mean the answer has been incorporated where needed, not simply that an email arrived. Check affected shop drawings and site work before marking the item complete.
Retain relevant records in the project information set. For concealed work, connect the decision to the pre-closure inspection. This makes later questions easier to trace without relying on the memory of individual team members.
Frequently asked questions
Does an RFI approve a variation?
Not automatically. Follow the contract’s instruction and change-control procedures for cost, time and scope consequences.
Should site messages be banned?
No. Quick communication is useful, but decisions affecting the work should be captured in the agreed controlled records.
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