Free Request for Information (RFI) Templates

This guide includes: What is RFI format? What questions should I ask in an RFI? How do you write an RFI?

contractor using RFI template or request for information template|RFI Template or Request for Information Template from iAuditor by SafetyCulture|RFI Form Template - RFI Template from iAuditor by SafetyCulture|RFI Log Template - RFI Template from iAuditor by SafetyCulture|Construction RFI Template or Request for Information Template from iAuditor by SafetyCulture|Request for Information Template

What is an RFI Template?

An RFI template is a tool used in construction 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.

RFI Format

The 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

RFI Examples

Sample RFI Questions

Ask the following questions in 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.

RFI Log Template

Construction RFI Template

How to Write an RFI

How to write a request for information in 4 steps:

  1. Specify exactly what you need to know

    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.

  2. Include your specifications and references

    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.

  3. Determine when a RFI response is needed

    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.

  4. Add fields for document management

    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 make a request for information. Using an RFI template also ensures that you follow the basic RFI format whenever you write RFIs.


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Explore more templates

RFI Form Template
This RFI template can be used as an information request form and 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
RFI Log Template
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
Construction RFI Template
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) and by what amount it increased or decreased Record the change in time (if there is any) and by how many days it lengthened or shortened Describe the request and include a media attachment Verify the request by adding your name, title, and digital signature