How to Ensure Faster Approvals with a Clear RFI Template

In construction, time is money. Every day of delay can lead to higher labor costs, extended equipment rentals, and missed deadlines that frustrate clients and contractors alike. One of the most common causes of unnecessary delays is the slow resolution of Requests for Information (RFIs). While RFIs are essential for clarifying uncertainties, a poorly written or incomplete request can stall the approval process.

The solution? A clear rfi template that eliminates guesswork, reduces back-and-forth communication, and allows stakeholders to respond quickly and confidently. In this article, we’ll explore how to design and complete an RFI template that leads to faster approvals, smoother workflows, and more efficient construction project delivery.

Why Clarity is Key in RFI Approvals

Every RFI is essentially a question that needs an answer before work can proceed. However, when an RFI is vague or missing information, the recipient is forced to investigate the context, locate the relevant documents, and possibly request additional details. This adds days—or even weeks—to the process.

A clear RFI template solves this problem by providing a standardized structure that captures all necessary details up front. It guides the requester to include project identifiers, references, a well-defined question, and any supporting visuals so the recipient can respond without delays.

Step 1: Start with Precise Project Details

The first step to faster approvals is ensuring that the RFI is tied to the correct project and work package. Your RFI template should include:

• Project Name and Number – Matches official documentation for easy tracking.
• RFI Number – Uses a consistent numbering sequence to prevent confusion.
• Date Submitted – Marks the official start of the response timeline.

Without these, an RFI can be misfiled or delayed before it even reaches the right desk.

Step 2: Address the Right Person from the Start

Sending an RFI to the wrong person is a guaranteed delay. A well-structured RFI template includes a dedicated field for “To” and “From” information:

• To: Name, title, and organization of the person responsible for providing the answer.
• From: Your name, title, and company details so they know exactly who’s making the request.

When the right person receives the RFI the first time, approval cycles are shortened significantly.

Step 3: Reference Documents with Precision

One of the most effective ways to speed up RFI responses is to make it effortless for the reviewer to find the source of the issue. Your RFI template should have a section for citing:

• Drawing numbers and sheet titles.
• Specification sections and page numbers.
• Contract clauses or change orders.

This removes the need for the recipient to sift through hundreds of pages or multiple plan revisions just to find what you’re talking about.

Step 4: Clearly State the Issue

A vague RFI is a slow RFI. A clear template prompts the user to describe the problem with enough context to make it understandable without follow-up questions. For example:

Instead of: “Beam details missing.” Use: “Structural Drawing S-112 shows a steel beam between columns C4 and C5 but does not indicate the beam size or material grade.”

The more accurate and specific you are, the faster the recipient can provide a definitive answer.

Step 5: Ask a Single, Direct Question

When multiple unrelated questions are bundled into one RFI, the reviewer may delay responding until all issues are addressed, slowing down the entire process. A clear RFI template ensures that the “Question” field is concise and direct, allowing for a simple “Yes,” “No,” or clearly stated instruction.

Example: “Please confirm the correct beam size and material grade for the beam between columns C4 and C5.”

Step 6: Offer a Proposed Solution

Including a suggested solution can dramatically speed up approvals. Instead of the reviewer having to start from scratch, they can simply confirm or slightly modify your proposal. Many RFI templates now include a “Proposed Solution” field for this very reason.

Example: “Recommend using W18x40 ASTM A992 steel beam, consistent with similar spans in this project.”

Step 7: Set a Realistic but Firm Deadline

A common reason RFIs sit unanswered is the absence of a clear deadline. Your RFI template should have a “Required By” date, which is determined based on the construction schedule. Deadlines should be realistic—giving enough time for review—but firm enough to maintain project momentum.

Step 8: Include Supporting Visuals

A picture can save days of clarification emails. If your RFI template allows attachments, include marked-up drawings, site photos, or relevant diagrams. Visual aids make it much easier for the reviewer to understand the issue and provide a faster, more accurate response.

Step 9: Review Before Sending

Before you submit your RFI, take a moment to review the entire form for completeness. A well-designed RFI template prompts you to double-check that:

• All fields are filled.
• The question is clear and specific.
• References are correct.
• Deadlines are included.

A complete RFI means the recipient can approve or respond without needing more information.

How a Clear RFI Template Saves Time and Money

When you standardize RFIs with a clear template, you create a process that prevents unnecessary delays. This leads to:

• Faster Approvals – The recipient has everything needed to respond immediately.
• Better Communication – Reduces misunderstandings and repeated clarifications.
• Improved Record-Keeping – Creates a paper trail for accountability and dispute resolution.
• Cost Savings – Avoids labor downtime and expensive schedule impacts.

Conclusion

Faster approvals aren’t just about pushing stakeholders for quick responses—they’re about making it as easy as possible for them to say “yes” without hesitation. A clear RFI template achieves this by ensuring that every request is complete, specific, and easy to act upon.

At Construction Logs, we provide expertly designed RFI templates that guide you through each essential detail, helping you get the answers you need faster and with fewer delays. By using a structured, well-thought-out format, you can improve communication, accelerate decision-making, and keep your construction projects moving forward on schedule.

If you want to stop losing time on incomplete RFIs, start using a professional RFI template today—and watch how quickly your approvals start coming through.