An RFI is how a question becomes part of the contract record. This template structures it properly: numbered header with response-needed-by date, the spec and drawing references, a clearly stated question, a response block, and — the part most templates skip — schedule and cost impact fields that preserve your claim rights.
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A Request for Information is the formal written channel for resolving gaps, conflicts, or ambiguities in the contract documents — a dimension that doesn’t close, a spec conflicting with a drawing, an unforeseen field condition. The answered RFI becomes part of the project record and often functions as a directive the contractor can rely on.
Contracts commonly allow 7 to 14 calendar days, though complex design questions can take longer. The practical move is stating the date you actually need the answer to protect the schedule, and tracking response times on your RFI log — a documented pattern of late responses supports delay claims.
The RFI itself doesn’t change the contract, but a response that directs work beyond the original scope is grounds for a change order. That’s why the cost-impact field matters: flag potential cost in the RFI, then follow contract notice procedures. Performing changed work without documenting it in the RFI/change process is how contractors self-fund changes.
A well-written RFI states one specific question, cites the exact drawing and spec provisions involved, describes the field condition with a photo or sketch where useful, proposes a solution when the contractor has one, and states when the answer is needed and what it impacts. Engineers answer good RFIs fast; vague ones sit.