A subcontractor asks which detail applies. Two drawings appear to disagree, and the next activity depends on an answer. A useful construction request for information (RFI) gives the reviewer enough context to resolve that specific question. For a project coordinator, the skill is making uncertainty clear, directing it through the right process and keeping the response connected to the work.
Start with a question you cannot resolve from current information
Before drafting, check the current document register, relevant drawing revisions, specifications and previous RFIs. Confirm that you are looking at the information issued for the work in question. An older downloaded drawing or an answer already recorded elsewhere can create an unnecessary request.
If clarification is still needed, identify the missing decision in one sentence. “Please clarify the door” leaves the reviewer to investigate. “Please confirm which finish applies to door D-14 where the door schedule and internal elevation differ” defines something a reviewer can answer.
Follow your project’s agreed RFI process and delegated authority. Do not treat a request, a suggested answer or silence as permission to proceed. Questions about safe work, design approval or contractual notices need the appropriate authorised person and process.
Build a request the reviewer can understand without a phone call
Use the following prompts within your organisation’s existing system. They are a drafting checklist, not a replacement form or a universal contractual requirement.
- Name the location and item. Include the building, level, room or grid reference and a unique item identifier where available. “Level 1, room 1.12, door D-14” is easier to locate than “the corridor door”.
- Identify the source documents. State drawing numbers, revisions and the particular detail or schedule entry. Attach a small, clearly marked extract if your document controls permit it, while retaining a reference to the complete document.
- Describe the uncertainty neutrally. Explain what differs or is missing. Separate what you have observed from assumptions; avoid assigning blame or asserting an unverified cause.
- Ask for a specific response. Say whether you need a confirmed finish, a revised detail, an identified document or clarification of a stated requirement. Keep unrelated questions in separate requests.
- Explain timing. Record when the information is needed and the activity it supports. Distinguish that requested date from any response period established by the project or contract; do not invent a deadline.
- Identify the responsible route. Use the agreed reviewer or RFI manager and record who will follow up. A long email recipient list does not establish decision authority.
For a software example, Autodesk’s RFI creation guidance includes a number, title, assigned reviewers and supporting references. Your project’s fields and workflow may differ.
A worked example: conflicting door-finish information
Hypothetical example only: the following identifiers and dates are invented to demonstrate clear writing. This is not a design instruction.
Subject: D-14 finish clarification — Level 1, room 1.12.
References: Door schedule A-601 Rev C, entry D-14; internal elevation A-312 Rev B, detail 2.
Question: The schedule lists finish F-02 for D-14, while the elevation labels the same door F-03. Please confirm the required finish and identify the document or revision that should be used for procurement.
Timing and follow-up: The procurement coordinator is preparing the order for review on 16 October. A response is requested by 13 October to allow that review. Please advise if the request needs further information or must be directed elsewhere. Any effect on the programme remains to be assessed by the project manager.
This request identifies the conflict without choosing a technical solution or claiming an automatic delay entitlement. If your workflow permits a proposed answer, label it as a proposal for review and explain its basis. Keep the approved response separate.
Track the answer through to the next action
Maintain a register using the approved project system. Useful tracking fields include the RFI reference, subject, date raised, current owner, requested response date, status, response reference and follow-up action. Keep supporting files linked to the same record rather than relying on someone’s inbox.
When a response arrives, check whether it answers the actual question. If it introduces another uncertainty, seek clarification through the agreed route. Confirm who must receive the response and whether an authorised document update or other approval is needed before the affected activity proceeds.
Software can distinguish a reviewer’s comments from an official response and closure; Autodesk’s processing workflow illustrates that distinction. Apply your organisation’s own rules for accepting, distributing and closing responses.
If the answer may affect scope, cost or timing, refer it to the person responsible for assessing that impact. The project change record checklist can help you organise a learning exercise, but does not replace contractual notices, approvals or your employer’s controls.
Use one RFI to develop your coordination skills
Ask a supervisor to review a fictional request against three questions: could the reviewer locate the issue, understand the exact question and identify the required next step? Then practise maintaining its response history. Do not copy confidential project documents into a public portfolio.
This exercise connects document control, communication and follow-up. Explore the project coordinator career pathway or use the career assessment to identify another capability to develop.
If you are considering structured study, read the current WBS BSB50820 Diploma of Project Management course information and confirm the learning and assessment arrangements directly. Practising an RFI does not establish course competency, and the Diploma does not grant a construction licence or guarantee a role.