What is RFI (Request For Information)?

A Request for Information (RFI) is a process to get input or clarify details during the project. Each project has its own standard format. Each project has many stakeholders, and RFI is a proven way to get inputs/ clarifications easily. During the design stage, RFIs are raised by the industrial design consultant and sent to the single point of contact of the client for more information or clarification. However, RFIs are started by the contractor / PMC and forwarded to the design consultants for clarification during the implementation stage.

These RFIs help bridge the gap between two companies and help lessen the communication gap. 

What is the use of RFI? 

The RFI is sent to a company when more information or clarity is required. The RFI could relate to tender, drawings, inputs, or any project-related document. 

An RFI could be initiated for:  

1. More information
2. When clarification in the design is needed
3. Change Request. 
4. Construction issues at the site.

RFI helps in providing clarity when there is insufficient or incorrect information available. 

Typically, the RFI goes through the following stages: 

1. Initiating: A part starts the RFI.
2. The initiating party sends it to the client/ design consultant/ architect, who must respond.
3. Once a reply to the RFI is received, the initiating party closes the RFI.

However, the RFI must refer to the document or drawing. The addition of video or pictures also helps. Similarly, the responding party also must ensure a clear and crisp resolution to the query. The response to the RFI should be prompt. As a delay could mean a delay in project completion. Sometimes, a follow-up with a face-to-face meeting may also help resolve the RFI.

These RFIs are kept as records with the resolution. These RFIs form a part of the project completion document. 

There are many advantages of RFI. But, overuse of RFI and multiple documentation is a bottleneck.  

How to avoid misuse of RFI?

RFIs if appropriately used, are a helpful tool. Some pointers on how to avoid overuse of RFI : 

1. There should be only one issue in an RFI.

• The format for RFI should be finalised at the start of the project and used by all. 
• Keep a timeline for responding. 
• Record all RFIs and the replies. 

The RFI usually contains the project name, project details, initiating party, RFI number, date, recipient name, reference document, description of why the RFI is initiated, and attachment list. 
Finally, the RFI is a good tool when used correctly. Project management and industrial design consultants use it very frequently.