In construction, small mistakes can quickly become big delays or cost disputes. That’s where the RFI (Request for Information) comes in, a formal, traceable tool that keeps design intent and site execution aligned.
Though often seen as paperwork, RFIs are one of the sharpest tools in a project manager’s kit. Used correctly, they keep project clarity, protect against claims, and keep everyone, from subcontractors to consultants, on the same page.
Let’s break down what an RFI is, when to issue one, what to include, and how it’s managed under UK contracts like JCT and NEC.
What Is An RFI In Construction?
An RFI (Request for Information) is a formal written query raised by one party on a construction project (usually a contractor or subcontractor) seeking clarification or additional details about the design, specification, or contract documents.
Essentially, it’s a way of saying: “We need more detail before we can proceed without risk or error.”
RFIs can be about:
- Ambiguous drawings or specifications
- Missing dimensions or conflicting details
- Material substitutions or installation methods
- Design coordination between trades
- Site conditions differ from the plans
It’s not to shift blame or create extra admin, it’s to ensure every part of the build is done correctly, safely, and per design intent.
Why RFIs Matter In UK Construction Projects
UK projects operate within strict frameworks like CDM Regulations 2015 and Building Safety Act 2022, where communication and traceability are critical.
A well-managed RFI system:
- Prevents costly rework from assumptions or guesswork.
- Documents due diligence, showing you’ve sought clarification before proceeding.
- Supports claims if delays or variations occur due to unclear information.
- Improves coordination between design, commercial, and site teams.
In short, every RFI is a form of protection and accountability for both sides.
When To Raise An RFI?
An RFI should be raised whenever information is:
- Ambiguous or missing in the drawings or specifications.
- In conflict with another instruction, clause, or trade detail.
- Required urgently for sequencing or ordering (e.g., M&E containment routes).
- Safety critical (e.g., load-bearing details, fire compartmentation, or access zones).
- Material or method dependent, where approval is needed before proceeding.
The golden rule?
If the lack of clarity could impact quality, cost, or programme, it’s worth an RFI.
However, excessive or vague RFIs can frustrate the design team. Always be specific, concise, and link to the relevant drawing, clause, or spec reference.
The RFI Process Step-By-Step
Different projects and software platforms (like Aconex, Viewpoint, or Procore) have their own formats, but the process generally follows this sequence:
1. Identify The Issue
Review drawings, specs, or site conditions. Note any missing, unclear, or conflicting information. Take photos or mark-up drawings if helpful.
2. Draft The RFI
Make sure you work on the RFI so that it may include:
- Unique RFI reference number
- Project name and package
- Drawing or specification reference
- Clear question or issue statement
- Attachments (photos, marked-up drawings, etc.)
- Date required (to prevent delay)
Submit To The Correct Party
Usually, RFIs go from contractor → design team or subcontractor → main contractor. Ensure you follow the project’s document control procedure or software workflow.
Await For The Response
Responses should be timely, typically within 7 to 14 days, depending on contract terms. Some contracts require a formal RFI register to track status.
Record And Distribute
Once a reply is received, log it, update the register, and share with affected trades or teams. If the answer leads to changes, ensure it’s captured in the variation or design change record.
Visual Vs.Technical RFIs
| Type | Example | Purpose |
|---|---|---|
| Clarification RFI | Conflicting Dimensions Between Plan And Section |
Seeks Design Clarification |
| Confirmation RFI | Approval Of Alternative Product | Requests Client Or Designer Sign-off |
| Site Condition RFI | Obstruction Found During Excavation | Alerts to Unforeseen Issue |
Understanding which type you’re issuing ensures the right person, architect, structural engineer, or client receives it and responds promptly.
RFIs Under JCT Vs NEC Contracts
While both JCT and NEC contracts allow for RFIs, they handle communication and responsibility differently.
Under JCT Contracts
- RFIs are typically used as informal communication between the contractor and the design team.
- The JCT doesn’t formally define “RFI,” but good practice treats it as part of design coordination.
- The response time should be “reasonable” and aligned with programme needs.
- If the RFI reveals an error or omission, the Architect/Contract Administrator may issue an AI (Architect’s Instruction) to formalise the change.
Under NEC Contracts
- NEC encourages proactive communication and Early Warnings.
- While “RFI” isn’t a defined mechanism, Project Manager’s Instructions (PMIs) or General Communications handle similar queries.
- The emphasis is on risk reduction meetings and collaboration rather than formal questioning.
So in short:
JCT = more document-based, NEC = more communication-based, but both benefit from a robust RFI trail.
What ‘Competent’ Means In Handling RFIs
The person raising or responding to an RFI should be competent, meaning they understand the technical, safety, and contractual implications of the question.
For example:
- A plumbing subcontractor querying drainage gradients must reference the correct drawings and regs.
- A site engineer requesting steelwork clarification must understand structural sequencing.
Competence isn’t just about job title, it’s about understanding what’s being asked and the potential impact of the answer.
Common RFI Mistakes (And How to Avoid Them)
Even experienced teams get this wrong. A few classic pitfalls:
1. Vague Questions
“Please confirm wall build-up” isn’t helpful. Be specific: “Please confirm insulation thickness for wall type W1, conflicting between GA-01 and Detail D2.”
2. Late Submissions
Don’t wait until you’re on-site with materials arriving. Anticipate information needs during planning and procurement.
3. Poor Tracking
Unlogged RFIs vanish. Use a digital RFI register with status columns (Raised, Responded, Closed).
4. Using RFIs as Leverage
Avoid raising RFIs as negotiation tools. It damages trust and slows responses.
5. Missing Attachments
A marked-up drawing can save ten back-and-forth emails. Visuals clarify faster than text.
What Evidence To Keep?
In a dispute or claim, RFIs are part of the project record. You should retain:
- The original RFI (with timestamp)
- All correspondence and attachments
- Date of submission and reply
- Notes on follow-up actions
- Final resolution or instruction reference
Digital systems like Viewpoint, Aconex, or Field View allow exporting audit trails, an invaluable defence if something later goes wrong.
Sample RFI Template (UK Format)
| Field | Example Entry |
|---|---|
| RFI No. | RFI-023 |
| Project | ST. Mary’s School Extension |
| Raised By | Main Contractor |
| Date Raised | 07/10/2025 |
| Drawing Ref. | S-104, GA-201 |
| Subject | Clarification On Steel Beam Bearing Detail |
| Query | Please confirm the bearing length of beam B12. Detail D4 shows 150mm, GA-201 shows 100mm. |
| Attachments | Marked-up PDF, site photo |
| Response Due | 14/10/2025 |
| Response By | Structural Engineer |
| Reply | Beam B12 to have a 150mm bearing as per Detail D4. GA-201 to be amended. |
Why RFIs Reflect Professionalism
RFIs are more than admin, they demonstrate a contractor’s discipline and professionalism. A clean, precise RFI record shows clients and consultants that your team works methodically, communicates clearly, and protects the integrity of the build.
Well-documented RFIs can also protect cash flow by supporting extension-of-time claims or variation requests later on.
Bottom Line
In UK construction, RFIs keep communication watertight. They help bridge the gap between design intent and site reality, protecting timelines, budgets, and reputations.
Handled poorly, they become a bottleneck. Managed well, they’re proof of control, competence, and professionalism.
So whether you’re managing a housing development or a complex M&E package, make RFIs part of your daily routine, clear, concise, and traceable.
For professionals wanting to practise communication workflows in a risk-free environment, tools like Tradefox let you simulate raising and responding to RFIs before applying them to real projects.
