How-To Guide

How to Track RFIs in Construction

Keep RFIs from slipping through the cracks and causing problems

An unanswered RFI can stop work, cause rework, and turn into a claim. Good RFI tracking makes sure questions get answered on time, responses reach the right people, and you have documentation if there's ever a dispute. Here's how to set up a system that works.

Step 1: Set Up a Numbering System

Consistent numbering prevents confusion and makes tracking easier:

Sequential: RFI-001, RFI-002, RFI-003
Works best for: Simple projects with a single GC
By Discipline: RFI-MECH-001, RFI-ELEC-001
Works best for: Large projects with multiple trade packages
By Submitter: RFI-ABC-001 (ABC Plumbing)
Works best for: When you have multiple subs submitting RFIs

Step 2: Track the Right Information

At minimum, your RFI log should capture these fields:

RFI Number
Subject/Title
Date Submitted
Submitted By
Assigned To
Priority Level
Response Due Date
Date Answered
Status
Cost Impact (Y/N)
Schedule Impact (Y/N)
Related Drawing Sheets

Step 3: Use Clear Status Categories

Good status labels help you quickly see where things are stuck:

Draft
Being written, not sent yet
Submitted
Sent to design team, waiting for response
Under Review
Design team is working on it
Returned for Clarification
They need more info from the submitter
Answered
Got a response, need to distribute it
Distributed
Response sent to everyone who needs it
Closed
Work done per the response, nothing left to do
Disputed
Someone disagrees with the response, needs resolution

Step 4: Set Response Time Expectations

Define how quickly RFIs should be answered based on urgency:

Critical24-48 hours
Work is about to stop
Urgent3-5 business days
Work will be affected within 2 weeks
Standard7-10 business days
Normal design clarification
Low14+ business days
Future phase, no immediate impact

Step 5: Run an Aging Report

Track how long RFIs have been sitting unanswered:

0-7 days: On track (green)
8-14 days: Getting close to due date (yellow)
15-21 days: Overdue (orange)
21+ days: Seriously overdue (red)

Review this weekly and escalate anything that's overdue.

Step 6: Make Sure Responses Get to the Right People

An RFI response is worthless if it never reaches the people who need it:

1
Figure out everyone who's affected by the response
2
Send it to subcontractors working in that area
3
Update field sets and plan rooms
4
Note if the response needs a drawing revision (ASI)
5
Get confirmation that key people received it

Step 7: Look at the Numbers

These metrics help you spot problems and improve over time:

Total RFIs submitted vs. closed
Average response time by discipline
How many RFIs get returned for clarification
RFIs with cost impact
RFIs with schedule impact
What categories or causes generate the most RFIs

Related Guides

How to Write an RFI That Gets Answered Fast
Write clear RFIs that don't bounce back for clarification.
How to Reduce RFIs in Construction
Strategies to prevent issues from becoming RFIs.

The Best RFI Tracking System Has Fewer RFIs

Articulate catches drawing conflicts and missing information during preconstruction. That means fewer RFIs for your team to track and chase down.

Reduce Your RFI Volume