SOP — Request for Information (RFI)

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Sarim Insight — Construction Management System

SOP — Request for Information (RFI)

A practical site-ready standard operating procedure for managing unclear, missing, or conflicting information before work execution.

Construction SOP RFI Process Site Engineer Project Manager Document Control
Core idea: RFI = Ask clearly before you build.
1) Purpose

The purpose of this SOP is to ensure that all unclear, missing, inconsistent, or conflicting information is formally clarified before execution on site.

  • Prevent rework
  • Reduce delay risk
  • Control cost and time
  • Protect contractor responsibility with written record
  • Improve communication between contractor, consultant, architect, and engineer
2) Scope

This SOP applies to all project personnel involved in reviewing drawings, specifications, site conditions, and technical coordination.

  • Site Engineer
  • Project Engineer
  • Project Manager
  • Document Controller
  • Construction Manager
  • Consultant / Designer coordination team
3) Definitions
Term Meaning
RFI Request for Information — a formal question used to clarify project information before work proceeds.
RFI Register A tracking log for all submitted RFIs, statuses, dates, and responses.
Open RFI submitted but not yet answered or not yet implemented.
Closed Response received, implemented, and properly recorded.
4) Responsibilities
Role Responsibility
Site Engineer Identify issue, collect evidence, draft the RFI, attach photo/sketch/reference.
Project Manager Review wording, confirm technical accuracy, approve and submit.
Document Controller Assign number, record in register, distribute and archive response.
Consultant / Engineer / Architect Review the question and issue official clarification or instruction.
Site Team Implement approved response and update execution accordingly.
5) When to Issue an RFI
  • Drawing is unclear
  • Dimensions are missing
  • Specifications are incomplete
  • Two drawings conflict with each other
  • Site condition differs from design condition
  • Rebar, connection, level, or material detail is not shown
  • Method of installation needs confirmation
Important rule: Do not guess. Do not build based on assumption. Raise RFI first.
6) RFI Workflow
01Identify Issue

Review drawing, specification, and site condition.

02Prepare Draft

Write the question clearly and attach references.

03Internal Review

Project Manager checks the draft before submission.

04Submit RFI

Send to consultant / architect / engineer.

05Track Status

Record in RFI Register as Open / Pending / Closed.

06Receive Response

Get formal clarification or instruction.

07Implement

Execute work according to approved reply.

08Close Record

Update register and file all supporting documents.

7) RFI Preparation Standard

Every RFI should contain the following:

  • Project name
  • RFI number
  • Date
  • Subject
  • Reference drawing/specification
  • Description of issue
  • Clear request for clarification
  • Suggested solution (recommended)
  • Attachments: photo, sketch, marked-up drawing
  • Requested response date
Professional habit: Do not only ask the question. Propose a practical solution and request confirmation.
8) RFI Template 
Project Name: ______________________
Project Location: ___________________
RFI No: _____________________________
Date: ______________________________

To: ________________________________
From: ______________________________
Company: ___________________________

Subject:
____________________________________

Reference:
Drawing No: ________________________
Specification Section: ______________
Location / Area: ____________________

Description of Issue:
____________________________________
____________________________________
____________________________________

Request for Clarification:
____________________________________
____________________________________

Suggested Solution (Recommended):
____________________________________
____________________________________

Attachments:
[ ] Photo
[ ] Sketch
[ ] Marked-up Drawing
[ ] Other: _________________________

Requested Response Date: ____________

Prepared by: _______________________
Reviewed by: _______________________
Approved by: _______________________
9) RFI Register Format
RFI No Date Subject Sent To Status Reply Date Action
RFI-001 26/03/2026 Beam B1 Reinforcement Clarification Structural Engineer Open - Awaiting reply
RFI-002 26/03/2026 Stair Landing Level Conflict Architect Closed 27/03/2026 Update layout drawing
10) Response Time Control
  • Standard response target: 2–5 working days, depending on urgency
  • Urgent items affecting critical path should be highlighted immediately
  • Follow up daily for high-impact RFIs
  • Escalate overdue RFI to Project Manager and Consultant Representative
11) Site Rules for Good RFI Practice

Do

  • Use clear and short sentences
  • Refer to exact drawing number and area
  • Attach marked-up image when possible
  • Suggest a solution
  • Track every RFI in the register
  • Communicate urgent impact early

Do Not

  • Use vague wording
  • Send RFI without checking references first
  • Delay the question until work is stopped
  • Execute work based on assumption
  • Forget to file the official response
12) Example of a Good RFI

Subject: Clarification of reinforcement for Beam B1 at Grid C-4

Reference: Structural Drawing S-12

Issue: Beam size is shown as 200x400 mm, but top and bottom reinforcement detail is not indicated.

Question: Please confirm required reinforcement arrangement for Beam B1 at Grid C-4.

Suggested Solution: Contractor proposes 4T16 top and 2T16 bottom bars, with stirrups T8-150 unless otherwise directed. Please confirm.

13) Final Management Principle

RFI is not just a question. It is a control system for project clarity, time, cost, documentation, and professional protection.

Best mindset: Good contractors build work. Great contractors build systems.
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