Constructelligence
Overview
Free tools Pricing Demo Join the beta
Template · RFIs

RFI template: how to write a construction RFI, an example and a free form and log

A request for information (RFI) asks the design team to clarify the drawings or specifications — a dimension that does not close, a detail that does not fit, two documents that disagree. RFIs matter for two reasons. An unanswered RFI stops work. And the RFI log is the record of what you asked and when, which is what a claim for the time or cost of a late or changed answer rests on. This template is a form and a log in one: each row is an RFI, with days open and an overdue flag calculated.

Updated · 7 minute read

Key takeaways
  • One question per RFI, with the drawing reference.
  • Propose a solution — it speeds the answer.
  • Set a response due date and track days open.
  • Read every answer for a change order.

How to write an RFI that gets answered

An example

RFI 31 on Maple Street Medical Office:

FieldEntry
SubjectWall chase depth at restrooms 201–204
QuestionPlumbing chase on A-501 is 6 in.; P-201 shows 4 in. carriers needing 8 in. Which governs?
ReferenceA-501 detail 7; P-201; spec 22 42 00
Proposed solutionIncrease chase to 8 in. by moving wall line 2 in. into corridor (corridor stays 6'-0" clear)
Response dueOct 9 — rough-in in these rooms starts Oct 12
Cost / schedule impactTBD / Yes

If the answer is 'move the wall', framing already in place has to come out: that answer becomes a change order, and the RFI number is its reference.

CalculatorCost of a late RFI answer

Running the RFI log

How to fill it in

  1. One question per RFI. Reference the sheet or spec section and attach a marked-up snip.
  2. Propose a solution — 'confirm we may use detail 4/A-502 here' gets answered faster than an open question.
  3. Set Response due from the contract's turnaround time or the date the work needs it.
  4. Mark Cost impact and Schedule impact 'Yes' or 'TBD' when they might apply — that is your notice.
  5. Filter Overdue each week and chase; when answered, record the answer and date and check whether it is a change.
Checklist
RFI template in Excel, filled in with example rows — columns: RFI no., Date sent, Subject, Question, Drawing / spec ref, Proposed solution, From, To…
The RFI template as it opens in Excel: example rows in italics, calculated columns shaded.
Free template · RFI template (Excel & CSV)An Excel workbook with drop-downs, validation and formulas built in — or the same columns as a CSV for Google Sheets and Numbers.
Download Excel (.xlsx)
What this template captures

Everything needed to get an RFI answered and to prove later what was asked and when: the question, the reference, your proposed solution, sender and recipient, the response due date, whether it affects cost or time, the status and the answer — with days open and an overdue flag calculated.

16 columns: 11 you fill in, 3 picked from drop-down lists, so every row uses the same values and 2 calculated by formula and filled down 200 rows, so nothing is worked out by hand. In the Excel version, 3 columns reject entries of the wrong type (a date column only takes dates, an amount column only numbers), the header row stays frozen with filters on it, and the workbook opens on an Instructions sheet that lists every column below.

Every column, and how it is captured
ColumnTypeWhat goes in it
RFI no.TextSequential RFI number.
Date sentDateEnter the date.
SubjectTextA few words someone could search for later.
QuestionTextOne question per RFI, specific and answerable.
Drawing / spec refTextThe sheet, detail or spec section the question is about.
Proposed solutionTextYour suggested answer — it gets RFIs answered faster.
FromTextWho is asking.
ToTextWho has to answer (architect, engineer, owner).
Response dueDateDate the answer is needed by, from the contract's RFI turnaround or the schedule.
Cost impactDrop-downOptions: Yes / No / TBD.
Schedule impactDrop-downOptions: Yes / No / TBD.
StatusDrop-downWhere the item stands; pick from the list so the log can be filtered and counted. Options: Open / Answered / Closed / Void.
Date answeredDateEnter the date.
AnswerTextThe response, quoted exactly.
Days openCalculatedCalculated — days since the item was raised, until it is completed or answered; counts up daily while open (= IF([Date sent]=blank, blank, IF([Date answered]=blank, TODAY(), [Date answered]) − [Date sent]))
OverdueCalculatedCalculated — shows 'Overdue' when the due date has passed and the item is still open (= IF(AND([Date answered]=blank, [Response due] ≠ blank, TODAY()>[Response due]), "Overdue", blank))

See it on real-looking numbers

Constructelligence is a construction intelligence platform: it reads your ERP, project and field systems read-only and does this arithmetic every week, for every job. The demo runs it on a sample eight-job portfolio.

Try the demoJoin the private beta

Frequently asked questions

What is an RFI in construction?

A request for information: a formal written question from the contractor to the design team or owner asking them to clarify the drawings, specifications or contract, usually because something is missing, unclear or conflicting.

What should be included in an RFI?

A number, date, subject, one specific question, the drawing and spec references, a proposed solution, who it is from and to, the date a response is needed, and whether cost or schedule may be affected.

How long should an RFI response take?

As long as the contract allows — often 5 to 10 working days — or sooner when the work needs it. Set a due date on every RFI and track days open.

Is an RFI a change order?

No. An RFI asks a question. If the answer changes the work, the cost or the time, the contractor should give notice and request a change order, referencing the RFI.

CI
Written by the Constructelligence teamConstruction finance and software. Worked examples use the sample demo portfolio; formulas are standard practice. Reviewed September 2026.
Change order management: stop carrying work nobody has signed forHow contractors manage change orders: PCOs, CORs and CCDs, the real cost of unsigned work in place, the KPIs to track, and how to catch it the week it happens.Construction daily report template: what to record every day, an example and a free downloadA free construction daily report template in Excel: weather, trades and headcount, man-hours, work performed, equipment, deliveries, inspections, delays, safety and photos — with an example.The three-week look-ahead schedule: build it, run it, measure itHow to build and run a three-week look-ahead schedule in construction: pulling work from the CPM schedule, clearing constraints, the weekly meeting, and measuring percent plan complete (PPC).

More in Templates & forms

All templates & forms resources →