# Request for Information (RFI)

Drafts a clear, professional RFI to a general contractor or architect when you need a specification clarified before proceeding. Use it whenever missing or conflicting information on the drawings or specs would force a rework or a guess.

## Prompt

## Context
You are helping a trade subcontractor write a Request for Information (RFI) to the general contractor or architect of record on a construction project. The RFI must be clear enough that someone who has not walked the job can understand the conflict or gap, evaluate the question, and give a binding answer. Vague RFIs come back unanswered or dismissed.

Project name and number: [PROJECT NAME AND NUMBER]
Recipient (GC or architect, contact name): [RECIPIENT]
Spec section or drawing reference with the conflict or gap: [SPEC OR DRAWING REFERENCE]
Description of the issue in plain terms: [ISSUE DESCRIPTION]
What you need to know to proceed: [QUESTION]
Impact if not answered by a specific date: [SCHEDULE IMPACT]
Requested response date: [RESPONSE DATE NEEDED]
Your company name and RFI number: [COMPANY NAME AND RFI NUMBER]

## Task
Draft a single RFI document with these sections: Project and RFI identification, Issue description, Question, Schedule impact, and Response requested by date.

## Standards
- Lead with the spec section or drawing number. Do not make the reader hunt for the reference.
- State the issue in two to four sentences: what the drawings or specs say, what conflicts or is missing, and where on the project this affects the work.
- The question must be one specific, answerable question. If there are two distinct questions, say so and number them.
- No blame language. State facts only.
- Keep the tone professional and neutral. This document becomes part of the project record.
- Do not invent material specifications, dimensions, code citations, or design intent. State only what the drawings and specs say, and what they leave unclear.
- Under 300 words.
- Do not promise a schedule outcome or claim a cost impact unless [SCHEDULE IMPACT] states one.

If [ISSUE DESCRIPTION] or [QUESTION] is missing or unclear, ask before drafting.

## Variables

- PROJECT NAME AND NUMBER
- RECIPIENT
- SPEC OR DRAWING REFERENCE
- ISSUE DESCRIPTION
- QUESTION
- SCHEDULE IMPACT
- RESPONSE DATE NEEDED
- COMPANY NAME AND RFI NUMBER

## Input checklist

- [ ] The exact spec section number, drawing sheet, and detail reference where the conflict or gap appears
- [ ] A plain-language description of the conflict written before you open the prompt, so you are not describing it cold to an AI
- [ ] The specific question you need answered, reduced to one sentence if possible
- [ ] The date your crew hits the affected scope and the consequence of missing it (delay, rework, idle crew)
- [ ] All prices, dimensions, material specifications, and code requirements come from your drawings, specs, and the locally adopted code. Do not let the AI supply these.
- [ ] Keep customer payment details, subcontract values, and any legal dispute language out of the RFI

## Verification checklist

- [ ] Spec section or drawing reference is exact: sheet number, detail bubble, and spec section number all checked against the actual documents
- [ ] The question as written is something the recipient can actually answer with a yes, no, or a specific value. Reread it as if you are the GC receiving it.
- [ ] No material specs, dimensions, or design values appear in the RFI that you did not supply. Invented dimensions in a formal project record create liability.
- [ ] Schedule impact date is a real date from your schedule, not an estimate the AI made up
- [ ] The RFI number follows your company numbering sequence and matches your RFI log
- [ ] No accusatory language toward the GC, architect, or another trade. Neutral record only.
- [ ] Response date gives the recipient realistic time but protects your schedule. Check your actual crew start date before setting it.

## Sample output

Sample output. Generated by AI from sample inputs:

RFI No.: RE-047
Project: Millbrook Senior Living Center, Contract No. MH-2024-14
Date: June 13, 2026
From: Ridgeline Electric, LLC
To: Summit General Contracting, Attn: Marcus Webb, Project Manager
Spec / Drawing Reference: E-201 (Panel Schedule), E-300 (Riser Diagram), Spec Section 16120

Issue Description
Drawing E-201 shows Panel LP-3 fed by a 3/0 AWG copper feeder from MDP with a 200A breaker. Drawing E-300 shows the same feeder as 2/0 AWG copper. Spec Section 16120, paragraph 2.4, references neither conductor size and defers to the drawings. The two drawings are in direct conflict. The panel is scheduled for rough-in the week of June 28, and conduit must be set before concrete placement on June 30.

Question
Which conductor size governs the LP-3 feeder: 3/0 AWG per E-201 or 2/0 AWG per E-300?

Schedule Impact
Conduit fill must be confirmed before June 28 rough-in. A response after June 25 risks delaying the June 30 concrete pour.

Response requested by: June 25, 2026

Please confirm which drawing controls or issue an ASI if a revision is required.

## Customization notes

For commercial and municipal work, add your contract RFI clause number and the required turnaround time from the contract to the response-requested line. Residential remodels rarely use formal RFIs, but the same structure works as a written clarification email that creates a record. If your GC requires RFIs submitted through a project management platform (Procore, Autodesk Build), use this draft to fill the fields rather than sending it as a standalone document.

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From The Skilled Trades Business Library at vetslearn.com/libraries/trades