A good RFI gets answered in a few days. A bad one goes back and forth for weeks. The difference comes down to being clear, being specific, and giving the person answering everything they need upfront. Here's how to write RFIs that actually get resolved quickly.

Step 1: Make Sure You Actually Need an RFI

Before you start writing, double-check that the answer isn't already somewhere in the documents:

Check all related drawings (plans, sections, details, schedules)

Look through the specifications for that section

See if a similar question was already answered in a previous RFI

Check the addenda and bulletins

Review meeting minutes for relevant discussions

Step 2: Write a Subject Line That Actually Says Something

The subject should tell someone exactly what the RFI is about at a glance:

Don't Do This

• "Door question"

• "Need clarification"

• "Drawing conflict"

Do This Instead

• "Door 104A: Hardware conflicts with schedule"

• "Level 2 corridor: Duct elevation vs beam"

• "Spec 09 29 00: Missing paint color for Rm 201"

Step 3: Explain the Problem Clearly

In your first paragraph, spell out exactly what the issue is:

Cover These Points

Location: Grid lines, floor level, room number

Element: What specific thing is in question

Issue: What's missing, conflicting, or unclear

Impact: Why it matters and what work is affected

Example

"At grid intersection B-3, Level 2 (Room 204), the door schedule shows Door 204A as a 3'-0" x 7'-0" hollow metal door with a closer and panic hardware. The floor plan shows a 2'-8" door at this location. Framing starts next week in this area."

Step 4: Give Exact Document References

Make it easy for the person answering to find what you're talking about:

List specific sheet numbers (A-201, S-102, etc.)

Include detail references if applicable (Detail 3/A-501)

Reference spec sections by number and title

Note the drawing revision date and number

Attach marked-up excerpts showing the issue

Step 5: Ask a Question That Can Actually Be Answered

End with a clear, direct question:

Too Vague

• "Please advise."

• "What should we do?"

• "Please clarify."

Specific and Answerable

• "Should the door be 3'-0" or 2'-8"?"

• "Please confirm the correct elevation."

• "Which specification section governs?"

Step 6: Propose Solutions When You Can

Offering options speeds up the response:

Example Format

"We see two options:"

A) Install 3'-0" door per schedule, adjust wall framing

B) Install 2'-8" door per plan, revise schedule

"Please confirm which approach to take, or let us know if there's another option."

Step 7: Attach Pictures and Markups

Visual attachments make your RFI much easier to understand and answer:

Marked-up drawing excerpts showing where the issue is

Photos if it's a field condition

Comparison images showing conflicting information

Sketches of proposed solutions if you have them

Step 8: Explain Why It's Urgent

Help them prioritize by being clear about timing:

When does this work need to start?

What other work is waiting on this answer?

What happens if the response is delayed?

Is there a point where your options become limited?

Related Guides

How to Track RFIs in Construction

Set up an RFI tracking system that keeps nothing from falling through the cracks.

How to Reduce RFIs in Construction

Strategies to catch issues before they become RFIs.

Better Yet, Prevent the RFI in the First Place

The best RFI is one you never have to write. Articulate's AI catches drawing conflicts and missing information during preconstruction, before they turn into field RFIs.

Catch Issues Before They Become RFIs

How to Write an RFI That Gets Answered Fast