Construction guides / Technical coordination
Construction RFI Workflow: A Practical Guide for Ethiopian Project Teams
By Synergy · Updated
A request for information (RFI) records a question about project information and the response to it. A useful RFI gives the reviewer enough context to answer, gives the site team a traceable instruction to follow, and preserves the original question. This guide provides a practical register structure for teams coordinating construction work in Ethiopia.
1. Define one question and its context
Start with a specific subject. “Beam reinforcement clash at grid C4” gives a reviewer more direction than “Drawing problem.” Identify the work area, drawing number, revision and specification reference. Describe the information gap and ask for the decision needed to proceed.
Separate observations from assumptions. If the Contractor proposes a solution, label it as a proposal for review. Record a claimed cost or time effect separately from the technical question, so the reviewer can assess it without confusing a claim with an agreed outcome.
2. Check the question internally before sending it
The Contractor’s internal reviewer should confirm that the answer is not already present in current project information. Check the referenced revisions, remove duplicate questions and attach the relevant supporting records. Assign a response date using the project’s agreed coordination process.
Keep the question usable by someone outside the site conversation. A marked-up drawing reference, work location and concise description are usually more useful than a long message without a clear requested decision.
3. Record the technical response and its limits
The Architect / Engineer reviews the referenced information and records a response that addresses the question. Identify any conditions, follow-up information or revised document needed. Retain the respondent and response date with the record.
If the response may cause a scope or commercial change, connect it to the appropriate change record. An RFI answer should not be treated as an automatic agreement to a claimed variation value. Follow the authorization process agreed for the project.
4. Confirm communication before closure
The receiving team checks that the response reached the people carrying out the work. If clarification is still needed, keep the question in the coordination process. If a revised drawing is issued, reference that revision alongside the answer.
At a coordination meeting, review overdue questions, the responsible reviewer and the next action. Close a question when the project’s required acknowledgment is complete, while preserving its history.
Register fields your team can use
Adapt these fields to your project’s agreed reporting and review process.
| Field | What to record |
|---|---|
| RFI number | A unique reference used in meetings and related records |
| Subject and location | The issue and exact work area |
| Drawing / specification | Document number, revision and clause where relevant |
| Question | The clarification or decision requested |
| Raised by / date | Originator and original submission date |
| Assigned reviewer / due date | Responsibility and agreed response date |
| Response / reference | The answer and any revised supporting information |
| Impact assessment | Claimed and assessed effects recorded separately |
| Status / acknowledgment | Current stage and confirmation that the answer reached the team |
Example: RFI-014 asks how to resolve a reinforcement clash at grid C4, referencing structural drawing S-201 revision B. The response refers to revised detail S-201 revision C. The Contractor acknowledges the response and separately records any proposed commercial change for assessment.
Before you complete the record
- Can someone understand the question without attending the site discussion?
- Are the drawing number and revision explicit?
- Is one reviewer responsible for the next action?
- Are the answer and any follow-up records linked?
- Has the original question and response history been retained?
Connect the record to your project
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