Free template + filled example
Construction RFI template: ask one clear, referenced question
Help the person answering your request find the conflict, understand the decision and respond without a second round of clarification.
For project engineers, supervisors and subcontractors preparing a request for information.
How to use this template
An RFI asks for clarification of project information. Use this template to prepare the question and its evidence, then route it through your project's existing review and issue process.
Check for an existing answer.
Review the current drawings, specification and RFI register first. Record what you checked. If the uncertainty remains, choose one decision for this draft.
Show the difference.
State the location and the two records or observations that do not align. Include exact references and enough marked-up context for the respondent to find the same point.
Request a usable response.
Ask precisely what needs confirmation. State when the work needs the information, and have the reviewer agree the formal response date and recipient. Retain unknown impacts as unknown.
Your blank template
Copy the fields into your notes, or download a file to keep with your project records.
Free to use. No account or email address required.
DRAFT REQUEST FOR INFORMATION Project: Draft reference / version / prepared by: Subject: Location / work package / activity: CURRENT REFERENCES Document / revision / page or detail: Other relevant reference: Attachments / marked-up extracts: Existing RFI or response checked: BACKGROUND What do the supplied records show? What remains unclear? QUESTION Please confirm [one decision or missing detail]. RESPONSE NEEDED Requested date / reason: Reviewer to confirm respondent and formal due date: IMPACTS Cost: [Not assessed / evidenced description] Programme: [Not assessed / evidenced description] Assumptions or information still missing: REVIEW Prepared by: Checked by / date: Issued in project system as: Official response / reference / date: Required follow-up after response:
What belongs in each field?
- Identity
- Project, draft reference, preparer and concise subject.
- Location and package
- Where the question applies and which activity or package needs the answer.
- References
- Drawing numbers/revisions, specification sections, relevant responses and attachment IDs.
- Background
- The observed discrepancy and the records already checked.
- Question
- One clear request for the information or decision needed.
- Timing
- Requested response date and reason, subject to the project's review process.
- Impacts
- Known cost/programme implications with evidence, or explicitly not yet assessed.
- Review and response
- Reviewer, intended respondent, issued reference and official response record.
See what a useful record looks like
Filled example: clarify a cabinet tag
Fictional documents and dates. This is an example question, not an engineering instruction.
Before you issue it
- Is the requested decision clear without opening an unrelated email chain?
- Is every drawing number, revision, location and attachment correct?
- Does the question distinguish an observed discrepancy from an assumed cause?
- Have cost and programme impacts remained unconfirmed unless supported?
- Has the reviewer checked the recipient, requested date and existing responses?
- Will the official response be retained and linked to the resulting follow-up?
If you use AI to help draft
Use this instruction with references you are authorised to share, then check the resulting draft yourself.
Using only the supplied references, draft a concise RFI with background, one question and missing information. Preserve every document number and revision. Do not propose a technical solution, invent a response deadline or assign cost/programme impacts. Keep uncertain information explicit. Return a draft for the project engineer to review.
Scope and sources
- The Digital Hardhat does not issue or answer the formal RFI for your project. Use the authorised project system and review process.
- A draft RFI is not an instruction to change the works. Contract notices, approval and technical decisions remain with the responsible project professionals.
Our original template helps prepare a question. The linked documentation provides workflow context; it does not establish your project's contractual requirements.
- Procore: Create an RFI
Primary documentation covering the question, supporting context, references, impacts and draft/review workflow.
- Procore: Draft an RFI with Procore AI
Product documentation explicitly requires review of AI output. The page labels the feature open beta as checked on 20 September 2026; access depends on the account setup.