 It’s easy to imagine a frustrated custom home builder at odds with incomplete plans or a set of blueprints that can’t agree on a basic detail like the size of a window.
In this case, let’s say the framing dimensions for the windows lacks precision due to conflicting measurements provided in the home’s structural details and the window specifications. To resolve the problem clearly and with a complete response, the builder must issue a Request for Information (RFI) to the architect to clarify the situation.
However, to be effective, the home builder must be clear in the RFI about the issue and any contractual obligation that comes with solving the problem.
Otherwise, the busy architect or engineer might simply refer the construction team back to the original set of plans that created the problem in the first place. This simply wastes time or can lead to windows being framed to the wrong dimension, a costly error for all involved in terms of both time and material.
Definition and purpose of the RFI processÂ
This simplified example underscores the basic purpose of a construction RFI. Whether it’s a question about design, framing materials, paint or event site conditions, RFIs are specific communications that bridge knowledge gaps between home builders, project managers, architects, engineers, contractors, subcontractors and clients about the in depth project information that guides the course of a construction project.Â
Put another way, a construction RFI is a way for a home builder or general contractor to pose a question about a procedure, material or other project details.
Importance of the construction RFI process
Answering the question goes to the heart of the construction RFI . Answering questions and documenting those answers are what construction RFIs are all about.
They ensure that all project stakeholders mentioned above are on the same page, minimizing misunderstandings and costly mistakes, which often are paid for by the home builder. The RFI process also mitigates the risk of legal action by documenting all important conversations about how the home builder interprets blueprints and other documents during the project’s life cycle.
Common construction RFIsÂ
Let’s quickly review the different types of RFIs that pop up from the job site.
Design clarificationsÂ
As we pointed out previously, questions related to blueprints, layouts or specifications often arise during construction. RFIs help clarify these details to ensure general contractors and labor teams have the proper documents from which to work.
Material specificationsÂ
RFIs address material uncertainties, such as substitutions, compatibility or sourcing issues, ensuring the project meets the intention of the original design. Often a design team must rewrite a project’s specifications to address material availability or increases in material price not anticipated during the initial design.
Site conditionsÂ
Unanticipated site conditions, such as soil quality or unusual utility placements, require clarification through RFIs to adapt associated documents and site plans.  Â
ComplianceÂ
Regulatory requirements or safety standards may necessitate RFIs to confirm compliance with local building codes and permits.Â
Writing a suitable RFI response
Writing a clear and concise RFI document is essential for timely resolution. An effective RFI includes:
- A precise and descriptive subject line and numbering system for tracking
- Background information to provide context and urgency
- Specific questions or points needing clarification
- Relevant project specifications or references to aid understanding
- Proposed solutions and the potential for cost overruns and project delays
Responding to RFIs quickly and accurately is equally important to keep the construction project on track. Key practices include:
- Directly addressing the question or issue that needs further clarification
- Providing clear and actionable answers in a timely fashion
- Attaching a supplementary construction document when needed
Best Practices for an effective RFI process
As mentioned, to avoid delays and ensure proper supporting documentation that’s easy to reference for all parties involved, RFIs should be tracked systematically by the project manager or home builder. How long it will require to respond to an RFI and the impact on the construction schedule needs to be clearly spelled out.
This is a lot of detail that no one can commit to memory. RFI communications in written form are too important to get lost in the muddle of other email communications and junk mail.
Today, successful builders increasingly use project management software to monitor customer communication and send construction documents rather than email.
How Buildxact’s construction management software creates a solid RFI process
Buildxact is a powerful platform for tracking critical communications and storing crucial project information. Let’s face it: RFIs can be tedious but necessary if something needs to be clarified or there’s a contradiction that requires essential stakeholders to weigh in or make a decision that provides clarity, ensuring a successful build. Depending on the project and the number of RFIs, it can be an overwhelming sea to wade through.
Buildxact offers a centralized platform that ensures all stakeholders have access to the latest and most critical project information, improving efficiency and overall communication. Ensuring you can upload, track, store, share and communicate using an automated platform will make your time better spent on your project.
The Buildxact environment allows you, the builder, to work through the RFI process efficiently, allowing you to return to the job of estimating and quoting the job, streamlining the workflow and saving you valuable time.
Experience the difference with Buildxact today—sign up for a demo and start your free trial to see how it can transform your project management and communication.
