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An Request for Information (RFI) template is a structured document used to request information from project stakeholders, especially during the procurement stage. The contractor can use the request for information template as a guide to writing an RFI. It can also help the company document the RFI response and track the RFI process from start to end.
A Request for Information (RFI) is a formal document used by organizations to gather information from potential vendors, suppliers, or service providers. It is typically issued early in the procurement process to help the buyer understand the market, explore available solutions, and assess the capabilities of different providers, without making a commitment to purchase.
To ensure a comprehensive request for information document, a basic RFI format includes the following items:
RFI Number
Date of Request
Response Due Date/ Due Dates
Requesting Party
Responding Party
Section(s) Referenced
Request/Question
Response to RFI
Date of Response
Here are some examples of questions to ask using an RFI:
What [specification] do you use for [part of service]?
When was the [previous work, part of building, etc.] completed?
Why does the [document 1] state that [description 1] when in [document 2] it states that [description 2 contradicting description 1]?
Where in the [building, construction site, etc.] will the [structure, fixture, etc.] be placed? Please highlight the specific location in the attached drawing.
Who do we refer to for [health and safety issues, building permits, etc.]?
How will the [stakeholder] perform [specific work]? This information is needed for [reason why or purpose of asking the question]. If possible, please include the [stakeholder]’s step-by-step process in the RFI response.
Here’s a detailed breakdown of how to write a request for information in 4 steps:
When writing an RFI, it’s good practice to only ask one question, so that the responding party can focus on answering that question. Once you have identified the question you want to ask (which can be about an issue you’ve identified, a problem that needs solving, or a point for clarification), ensure that you formulate the question as accurately and as comprehensively as possible.
The responding party should immediately know what the request is about, what information or solution they need to provide, and critical details that could help them give a sufficient answer to the question.
Specifications and references are important, not only to help the responding party answer the question, but also to help your organization in understanding how documents and information relate to one another. For example, if the RFIs for a particular problem always include a certain set of specifications, then the company may be able to require those specifications at an earlier stage so that the problem is, more or less, prevented. To also help with this, use a petty cash log to maintain accurate records of small business expenses and facilitate efficient reconciliation.
Before you choose the response due date when issuing an RFI, take note of the following: a) when you are likely to send the request; b) when the responding party is likely to receive the request; and c) the complexity and breadth of information required by the request.
While it is the responsibility of the responding party to submit the RFI response on time, you should still be mindful of the time required to collect, analyze, and describe the information requested. For example, perhaps the responding party needs information from another stakeholder or can only obtain information at a certain date. Whichever the case, giving adequate time helps you not only maintain a good relationship with the responding party, but also get a sufficient answer to your query.
Fields such as RFI number, project ID, and date of request can help you track and find your RFIs easily. Since these items should be included in every RFI, it’s better that you use an RFI template so that you don’t have to manually duplicate these items each time you request information. Using an RFI template also ensures that you follow the basic RFI format whenever you write RFIs.
Below is an example of a Request for Information template in use for your reference:
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This RFI template is ideal for those who want to download or print an RFI form as PDF. The RFI form template allows you to do the following:
Record details such as RFI number, response due date, and reference
State the requesting company and the specific person who made a request
Specify who from the responding company received the request and when
State the responding company and the specific person who responded
Specify who from the requesting company received the response and when
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Construction teams can use this RFI template to issue multiple requests. You can do the following with the RFI log template:
Create and manage several RFIs at once
Select the status and priority of each RFI
Note responses from other project stakeholders
Add the RFI log number, start date, and end date
Get a complete RFI log report with table of contents
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General contractors can use the construction RFI template to do the following:
Add the drawing ID and multiple references if needed
Record the change in cost (if there is any), whether it increased or decreased, and by what amount
Record the change in time (if there is any), whether it increased or decreased, and by how many days
Describe the request and include a media attachment
Verify the request by adding your name, title, and digital signature
