Requests for information (RFIs)
Ask a formal project question and retain its answer, due date and closure.
Use an RFI when work needs a decision
An RFI keeps a question and its answer with the project. Use one when drawings conflict, a dimension is missing or a specification needs clarification. A chat comment can discuss the issue, but the RFI identifies the formal question, responsible person and response deadline. RFIs require their own add-on and permissions.
Ask, answer and close
Open RFIs or the project’s RFIs tab. Create the question with project, subject, description, priority, assignee and due date. An item starts Open. The permitted responder records the answer, moving it to Answered; the closer checks whether it resolves the question and closes it. If clarification is still needed, reopen an Answered item. An Open item can be cancelled; Closed is not an ordinary editing stage.
The main RFI path is open, answered and closed; an answer can be sent back for further work.
Step-by-step walkthrough
- 01
Write the decision needed
Create the RFI for the correct project and identify the conflicting drawing, missing detail or specification. Add supporting documents and a useful due date.
- 02
Assign and follow up
Choose the responsible person and check open or overdue questions before the affected work begins.
- 03
Record the answer and its outcome
The permitted responder answers. The closer checks the answer and closes the question, or reopens an answered item when more clarification is needed.
Make the required decision and deadline clear
For example: “Drawing A-102 shows a 900 mm opening; the door schedule shows 1,000 mm. Confirm the required width before masonry starts on 14 September.” Include the consequence of delay without writing a vague urgency note. Review open overdue RFIs and follow up with the assignee. An overdue flag does not answer the question or extend the programme.
Link the evidence to the question
Attach the relevant evidence and link existing Documents where appropriate. Identify drawing number and revision in the question so the answer has context even after a new sheet is issued. If the answer changes scope or cost, follow the Change Order process; answering an RFI alone does not approve a budget change.
Client visibility does not transfer decision rights
A client-visible RFI can appear in the assigned project portal when the RFI and portal features are available. The client portal is a reading surface for RFIs; internal users still answer and close through their permissions. Review wording and attachments before marking an item visible.