Technical Writing: Training Content

Intro:

This sample demonstrates how technical documentation can clarify communication workflows between contractors, engineers, and project stakeholders. The example below explains the role of a Request for Information (RFI) and illustrates the structure typically used when submitting one.

(Excerpt)

A Request for Information (RFI) is a formal communication tool used in construction and engineering projects to clarify questions about design documents, specifications, materials, or project scope. The purpose is to document the change of the Contract documents, communicate scope changes, and negotiate change orders.

RFIs ensure that when project teams encounter unclear information in drawings or specifications, they can request clarification from the appropriate authority—typically the architect, engineer, or project designer.

Proper RFI documentation helps prevent:

• construction delays

• costly rework

• misinterpretation of project plans

• schedule disruptions

RFIs also create a formal record of communication, which protects both contractors and project owners.

When RFIs Are Typically Used

RFIs are commonly issued when:

• Construction drawings conflict with specifications

• Design details are missing or unclear

• Site conditions differ from project plans

• Material substitutions require approval

• Coordination between trades creates conflicts

Submitting an RFI ensures that the project team receives official direction before proceeding. If the team decides to proceed before the decision is made official, the cost risk falls on the installing contractor, not the owner or design team. It must be noted that sometimes the coordinated answer is not the official one. So, wait whenever possible.

Basic RFI Workflow

A typical RFI process follows these steps:

1. Issue Identification
   Field personnel or project coordinators identify a conflict, missing detail, or unclear instruction.

2. Documentation Preparation
   The project team prepares an RFI describing the issue, referencing relevant drawings or specifications. To expedite the answer to guide the solution process, providing a solution in the body of the RFI is sometimes advised.

3. Submission to Design Authority
   The RFI is submitted to the architect, engineer, or project manager responsible for the design.

4. Review and Response
   The design authority reviews the question and provides clarification or revised instructions.

5. Distribution of Response
   The response is distributed to the project team so construction can proceed with accurate information.

6. Cost Determination

   If there is cost associated with the RFI, a change proposal is put together and issued to the owner. After it is properly negotiated, the owner and general contractor will issue a written Notice To Proceed, or NTP. Only when the written NTP or a Contract change order is in hand should the authorization be made in the field to begin the work.

With that said, it is imperative that RFI’s are communicated in a timely fashion so that this process does not hold up the project or create delays.

Why Clear RFIs Matter

Well-written RFIs help projects stay on schedule by ensuring that decisions are documented and communicated efficiently. Clear descriptions of the issue, proper reference to drawings, and concise questions allow design teams to respond quickly and accurately.

In complex construction projects, strong documentation practices—including RFIs—play a critical role in maintaining coordination between multiple teams and technical disciplines.