What is an RFI?
A Request for Information (RFI) is a formal communication tool used in construction projects to clarify ambiguous, conflicting, or missing information in construction documents. RFIs create an official record of questions and responses between contractors and project engineers.
Common reasons to submit an RFI
Ambiguity in plans or specifications
Conflicting information between documents
Missing details needed for construction
Coordination issues between trades
How the RFI System Works
The RFI system facilitates a structured back-and-forth between Contractors and CEI (Construction Engineering Inspectors). Each RFI follows a defined workflow with clear status indicators showing who needs to take action.
User Roles
Contractor — Creates and submits RFIs, reviews responses, and closes completed requests
CEI — Receives RFIs, provides official responses, and can initiate clarification requests
Stakeholder — Views RFI details and activity (read-only access)
RFI Workflow Overview
Step | Status | Ball In Court | What Happens |
1 | Draft | Contractor | RFI is created and saved. Only visible to your company until submitted. |
2 | Request Submitted | CEI | Contractor submits RFI. CEI receives notification and reviews. |
3 | In Progress | CEI | CEI acknowledges receipt and begins preparing response. |
4 | Response Submitted | Contractor | CEI submits official response with any supporting documents. |
5 | Request Complete | - | Contractor reviews response and closes the RFI. |
For Contractors
Creating an RFI
Navigate to your project and select RFIs from the menu
Click Create New RFI
Complete the required fields:
Subject
Description of the question or issue
Reason for request (Ambiguity, Conflict, Missing Info, or Coordination)
Priority level (High, Medium, or Low)
Optionally add:
Desired response date
Specification section reference
Proposed resolution
Supporting attachments (photos, sketches, documents)
Click Save as Draft to continue editing later, or Submit to send to CEI
After Submitting
Your RFI status changes to Request Submitted
The "Ball in Court" indicator shows CEI has the next action
You'll receive a notification when CEI responds
Completing an RFI
Review the CEI response and any attached documents
If satisfied, click Complete Request to close the RFI
If you need additional clarification, you can create a related RFI
For CEI
Responding to an RFI
When a new RFI is submitted, you'll receive a notification
Click Acknowledge to confirm receipt (status changes to In Progress)
Draft your response and attach any supporting documents
Click Submit Response to send your official answer to the contractor
Creating a Clarification Request
CEI can also initiate RFIs to request information from contractors:
Create a new RFI and complete the required fields
Save as draft and review
Click Send to Contractor to submit
Key Features
Draft Privacy
Draft RFIs are only visible to your company until submitted. This allows you to prepare and review before making the request official.
Attachments
Both contractors and CEI can attach supporting documents. Supported files include photos, PDFs, drawings, and specifications.
Related RFIs
Link related requests together for better tracking. Useful for follow-up questions or multi-part issues.
Activity Timeline
View the complete history of an RFI including all status changes. Provides an audit trail for project documentation.
Assignments
CEI can assign RFIs to specific team members for response.
Tips for Effective RFIs
Be specific — Clearly describe what information you need and why
Reference documents — Include specification sections, drawing numbers, or detail references
Attach visually — Photos and marked-up drawings help clarify your question
Set realistic dates — Consider project schedule when setting desired response dates
Check existing RFIs — Search for related RFIs before creating a new one