Best Practices

Writing Effective RFIs

• Be clear, concise, and specific — write the RFI you would want to receive.
• Reference the relevant drawings, specifications, or contract clauses.
• Always include the supporting documentation rather than describing it.
• Frame the question so a complete answer is possible in a single reply.
• Avoid combining unrelated questions in one RFI — split them so each can be tracked separately.

Managing Responsibility

• Assign each RFI to the correct individual, not a generic group inbox.
• Reassign promptly after replying — never leave an RFI unassigned.
• Use internal notes to coordinate before assigning externally, not after.
• If you cannot answer in time, transfer ownership rather than letting the item go overdue.

Avoiding Delays

• Set realistic but firm due dates — overly generous dates encourage delay.
• Use reminders proactively, before items go overdue.
• Check your Dashboard daily, ideally at the start of the day.
• Escalate persistent non-responses to a senior contact at the same company.

Maintaining a Clean Project

• Close items promptly once they are resolved.
• Apply consistent tagging conventions agreed across the project team.
• Use templates for high-volume, repetitive RFI types.
• Review the Overdue Items Report at every project meeting.