RFI Checklist
RFI Checklist
Quick Summary
An RFI (Request for Information) checklist helps subcontractors submit clear questions when plans, specifications, or jobsite conditions need clarification. A well-written RFI can reduce delays, prevent rework, and create a documented record of project decisions. This checklist is useful for project managers, foremen, estimators, and office staff responsible for project communication.
When to Use This Checklist
- When drawings or specifications are unclear.
- When conflicting information exists in project documents.
- When field conditions differ from the plans.
- Before proceeding with uncertain work.
- When additional details are needed from the design team.
- When clarification could affect schedule, cost, or scope.
- During project coordination meetings and reviews.
Before You Start
- Review all relevant drawings and specifications.
- Confirm the question cannot be answered from existing project documents.
- Gather supporting plan sheets, photos, and field notes.
- Verify the exact location and scope of the issue.
- Discuss the issue with field personnel if needed.
- Review any related RFIs that may already address the question.
- Determine whether schedule impacts are possible.
Safety Checks
- Identify any safety concerns related to the unclear condition.
- Notify supervisors if work may need to stop pending clarification.
- Document hazardous site conditions with photos if applicable.
- Confirm temporary protections remain in place while awaiting direction.
- Communicate unresolved safety concerns to affected crews.
- Avoid proceeding with work that relies on assumptions.
Tools, Equipment, and Materials
- RFI form or project management system.
- Current project drawings.
- Project specifications.
- Site photos and field documentation.
- Marked-up drawings if needed.
- Project contact information.
- RFI log or tracking sheet.
RFI Checklist
- Assign an RFI number according to project procedures.
- Enter project name and contract information.
- Clearly identify the affected drawing sheet or specification section.
- Describe the issue using clear, factual language.
- State the specific question that requires an answer.
- Include exact location information for the issue.
- Attach supporting photos, sketches, or marked-up plans.
- Note any known schedule impacts.
- Identify potential cost impacts if applicable.
- Review the RFI for clarity and completeness.
- Submit the RFI to the correct project contact.
- Record the submission date in the RFI log.
- Track response deadlines and follow-up needs.
- Distribute responses to affected team members.
- Update drawings, field instructions, or work plans based on the response.
Documentation Needed
- Completed RFI form.
- Supporting photos.
- Marked-up drawings or sketches.
- Relevant specification sections.
- RFI log entries.
- Response records and correspondence.
- Internal notes regarding resulting work changes.
Common Mistakes to Avoid
- Submitting vague or incomplete questions.
- Failing to reference specific drawings or specifications.
- Leaving out photos or supporting documentation.
- Combining multiple unrelated issues into one RFI.
- Failing to track response deadlines.
- Not sharing responses with affected field personnel.
End-of-Day / Final Review
- All open RFIs have been reviewed for status updates.
- Outstanding follow-up actions have been assigned.
- Responses have been distributed to affected team members.
- Project records have been updated with new information.
- Potential schedule impacts have been reviewed.
- RFI log is current and complete.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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