The RFI that gets answered | K & A Performance

A field engineer's field guide

A better question.
A clearer answer.

Turn a drawing conflict into a request the design team can act on.

About 8 minutes · Work at your own pace

Inspect the evidenceBuild the requestMake the handoff

Illustrated review desk with architectural drawings, a red markup pen and a concrete detail model. — One fictional project. A real skill to take back to work.

Your assignment

The dock pour is getting close.

A drawing and an approved equipment submittal disagree. Your job is to make that conflict easy to resolve.

Fictional project file

Medical office shell

Loading dock · Slab on grade

16thRequested response

19thPlanned placement

Dates are for this practice scenario. Allow the response period required by your project's process.

Leave with a repeatable method.

InvestigateFind the conflict and identify the documents that matter.
Make it answerableConnect one question to references, impact and a proposed resolution.
Review before sendingRemove distractions, then check what the recipient still needs.

Optional audio introduces each lesson. Every activity works by touch, mouse or keyboard. Nothing is timed.

Demonstration only. Follow your contract documents and company RFI process. All project details are invented and are not for construction.

Know the boundary

A request for clarity.

An RFI records a specific question about the project information. It gives the right person enough context to respond.

Describe the gap, then ask the question.

A missing dimension, a conflicting detail or a mismatch between documents needs a clear ruling. First check that the information is not already available.

“Please confirm the required slab thickness and reinforcing at the loading dock pit.”

Write for the person reading it later.

Use your project's log, references and distribution process. A phone conversation may help, but record the clarification through the required channel.

Separate independently answerable issues and cross-reference related requests, subject to your project's rules.

A proposal is not permission to build.

An RFI does not automatically authorize changes to scope, cost or time. Follow the required change and approval procedures.

Offer a reasoned proposal when appropriate. Do not present it as an approved design.

Reference: AIA RFI guidance

The reviewer's desk

Find the gaps before they do.

Select a marked phrase to see what the recipient is still missing.

Draft from the fieldNeeds work

An answerable request

Give the answer somewhere to land.

Explore the four parts of this practice RFI.

Question

Make one decision possible.

Please confirm the required slab thickness and reinforcing beneath the loading dock pit.

Name the location and the decision. “Please advise” leaves the reader to invent the question.

Inspect the evidence

Open the file. Find the conflict.

Review each source, then attach the three relevant records to your practice RFI.

The structural detail shows 6 inches. The equipment submittal calls for 8 inches with reinforcing. The placement plan explains the needed response date. Lobby finishes do not help resolve this issue.

Build the request

A place for every useful detail.

Pick a fragment, then place it in the matching field. Leave distractions on the desk. Select a filled field to return its fragment.

On your desk

Select a fragment to pick it up.

Loading dock clarification

All four fields are empty.

Include a clear question, both document references, the affected placement and requested reply date, and a proposal for design review. Leave complaints and unrelated finish questions out of this request.

Make the handoff

What happens on the other side?

Move through the review to see how the information supports a response.

At the design desk

They can open the right documents.

The structural detail and equipment submittal are identified together. The reviewer can see both requirements without sending you a request for references.

A vague request creates another search. A complete request makes the decision visible.

Try the method on a different issue

A duct does not fit above the corridor ceiling. Before drafting, gather the relevant drawing and section, the measured space available, and the affected work dates. Separate unrelated wall questions. Label any soffit change as a proposal for review, not an instruction.

Draft one answerable question

Private practice in this tab. No submission, automatic grading or saving.

Back at your desk

Make the next RFI easier to answer.

Use this check before the request leaves your hands.

Before you send

One clear questionIdentify the location and the decision you need.
Exact referencesAttach both sources when documents disagree.
Impact and requested dateTie the request to the actual work it affects.
A reasoned proposalOffer it for review when appropriate, never as approval.

Your practice

Ready for a better handoff.

Read it once as the reviewer: could you answer without asking for something that is missing?

This demonstration is not a credential or project approval. Follow your own contract and company process.

Find the gaps before they do

Read the draft as its recipient. Remove avoidable questions before the reviewer has to ask them.

“Slab thickness does not match.”: A statement describes a symptom. Ask for the decision: “Please confirm the required slab thickness and reinforcing beneath the loading dock pit.”
“See the plans.”: Identify both sources: structural sheet S-2.1, detail 4, shows 6 inches; the approved dock leveler submittal, section 11 13 19, calls for 8 inches with reinforcing.
“Please advise at your earliest convenience.”: Name the affected work and requested date: placement is planned for the 19th, with a response requested by the 16th to finalize that work. A requested date does not override the contractual response period.
“We will wait to hear from you.”: When appropriate, offer a reasoned resolution for review: “We propose the 8-inch slab and reinforcing described in the submittal, subject to design review.” A proposal is not permission to build.

Give the answer somewhere to land

One clear question: Identify the location and the decision you need. “Please advise” leaves the reader to invent the question.
Exact references: Name both sources when documents disagree. Attach the relevant pages or markups through your project process so the reviewer can find the mismatch.
Impact and requested date: Explain which work depends on the answer and when a response is requested. State the consequence without assigning blame. Allow the response period required by your project.
A reasoned proposal: Offer a suitable option for evaluation when appropriate. Explain your reasoning and keep it subject to design review. Confirm cost, schedule and approval implications before work proceeds.

Inspect the evidence

This fictional loading dock scenario contains three relevant records:

Structural detail: S-2.1, detail 4, shows a 6-inch slab on grade at the loading dock.
Dock leveler submittal: section 11 13 19 calls for an 8-inch slab with number 5 bars at 12 inches each way beneath the pit.
Placement plan: placement is planned for the 19th, with a response requested by the 16th to finalize the affected work.

Attach these records to document the conflict and explain the requested date. Refer the mismatch to the design team; do not choose which requirement governs yourself. The lobby finish schedule concerns a separate issue and does not belong in this request.

Build the request

Question: Please confirm the required slab thickness and reinforcing beneath the loading dock pit.

References: S-2.1, detail 4: 6-inch slab. Approved dock leveler submittal, section 11 13 19: 8 inches with reinforcing.

Impact and date: Placement is planned for the 19th. A response by the 16th is requested to finalize the affected work.

Proposal: We propose the 8-inch slab and reinforcing described in the submittal, subject to design review.

Leave complaints about the drawings and unrelated lobby paint questions out. This is a complete practice handoff, not an approval to build.

Make the handoff

Received: locate the issue: The reviewer can open the structural detail and equipment submittal together. A complete request makes the conflict visible without another search for references.
Reviewed: resolve the conflict: The question identifies the required decision; the proposal offers an option to evaluate; the placement plan explains the dependency. The designer may confirm, revise or request more information. A complete RFI supports review but does not guarantee an answer or deadline.
Returned: check the next action: Log and distribute the response through the project process. Confirm that it resolves the question. If it affects scope, cost or time, follow the required change and approval procedure. A response does not automatically authorize changed work.

Try the method on a different issue

A duct does not fit above the corridor ceiling. Before drafting a question, gather the relevant drawing and section, the measured space available, and the affected work dates. Separate unrelated wall questions. Label any soffit change as a proposal for review, not an instruction.

Write one answerable question, then read it as the recipient. Could you answer without asking for missing information?

All project details and dates are invented for practice, not for construction. Follow your contract documents and company RFI process. This demonstration is not a credential or project approval.

A better question.A clearer answer.

The dock pour is getting close.

Medical office shell

Leave with a repeatable method.

A request for clarity.

Describe the gap, then ask the question.

Write for the person reading it later.

A proposal is not permission to build.

Find the gaps before they do.

Give the answer somewhere to land.

Make one decision possible.

Open the file. Find the conflict.

A place for every useful detail.

What happens on the other side?

They can open the right documents.

Make the next RFI easier to answer.

Before you send

Ready for a better handoff.

A better question.
A clearer answer.