RFIs Are the Primary Communication Tool for Clarifying Contract Documents During Construction
An RFI (Request for Information) is a formal written communication from the contractor to the architect requesting clarification, information, or interpretation of the contract documents. RFIs are inevitable on construction projects - no set of drawings and specifications can anticipate every field condition or question that arises during construction. What matters is that the RFI process is well-managed: questions are asked and answered in writing, responses are timely, and the record of questions and answers is maintained throughout the project. The ARE CE exam tests RFI management because the architect plays a central role in responding and because RFIs are often the precursor to change orders.
Common Reasons for RFIs
- Conflict or ambiguity between drawings and specifications
- Conflict between architectural and engineering drawings
- Information missing from contract documents
- Field conditions that differ from what was shown (unforeseen conditions)
- Clarification of a specification requirement
- Clarification of a detail or dimension
The RFI Process
A typical RFI process follows these steps:
- Contractor identifies an issue during construction and determines that written clarification is needed.
- Contractor submits RFI in writing (often through a project management software platform) with a description of the question, reference to specific drawings or spec sections, and proposed answer or options if the contractor has a suggestion.
- Architect receives and logs the RFI. The RFI log tracks every RFI by number, description, date received, date responded, and status.
- Architect reviews the RFI and routes it to consultants if engineering disciplines are involved.
- Architect responds with a written answer, clarification, or direction. The response may include a revised detail, a clarifying note, or a reference to an existing drawing or specification that answers the question. Response time is typically 5–10 working days as specified in Division 01.
- If the RFI reveals a design error or scope change, it may trigger a change order or ASI (Architect's Supplemental Instruction).
RFIs vs. Change Orders
An RFI clarifies existing contract document intent - it answers a question but does not change the contract. A change order formally modifies the contract documents, adjusting the scope, contract sum, and/or contract time. If an RFI response requires additional work beyond what the contractor was originally required to do, a change order must be issued. Contractors sometimes submit RFIs in hopes of generating change orders - architects must be alert to RFIs that are really disguised requests for additional compensation.
Key Exam Points
- RFI: formal written request from contractor for clarification of contract documents.
- Architect logs all RFIs; responds typically within 5–10 working days.
- RFIs clarify existing intent; they do not change the contract.
- If RFI response requires additional work or cost, a change order is needed.
- RFI log: tracks number, description, date received, date responded, status - maintained throughout construction.
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