Writing an RFI that gets an answer
An RFI that comes back with 'refer to the drawings' cost you two weeks. Most of the time, the way it was written invited that answer.
Start with the reason
Open with what is on hold. 'The fire alarm panel cannot be ordered until the interface is confirmed' tells the reviewer why the RFI matters and why it cannot wait. It also creates a record: if the answer is late, the delay is already explained.
Show the conflict, point by point
Quote the drawing number and revision, the specification section and clause, and what each one says. Put them side by side in short bullets. The reviewer should see the problem without opening a single file.
Ask questions that need a decision
Number the questions and make each one answerable with a decision: 'Please confirm whether the interface shall be BACnet/IP, hard-wired, or both.' Avoid open questions such as 'Please advise'.
Do not offer to do the design
If the information is the designer's to give, ask for it. Writing 'we propose to size the cable as follows' can turn the RFI into the Contractor's design, with the risk that comes with it.
Keep it to one page
One subject per RFI, one page where possible, with the extracts attached as they appear in the original documents. Short RFIs are answered faster.
This note is general information, not legal advice for a specific contract.
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