Write an RFI that gets a fast, usable answer
A precise request for information to the architect or engineer, with a proposed solution and the cost and schedule stakes.
The prompt
Write a request for information (RFI) for a construction project.
Project and RFI number: [NAME, #]
Who it goes to: [ARCHITECT / ENGINEER / OWNER'S REP, via GC or direct]
The problem: [CONFLICT, MISSING INFO, OR FIELD CONDITION - e.g. "duct conflicts with beam at grid C-4"]
Where it is in the documents: [SHEET NUMBERS, DETAILS, SPEC SECTIONS]
What I found in the field: [MEASUREMENTS, PHOTOS AVAILABLE]
My proposed solution: [IF ANY]
When I need the answer and why: [DATE AND THE ACTIVITY IT HOLDS UP]
Write the RFI with:
1. Subject line: location plus issue in under 12 words.
2. Question: one specific question that can be answered yes/no or with a dimension or detail. If there are several issues, split them and tell me to submit separate RFIs.
3. Background: references and field conditions, factual and short.
4. Proposed solution, worded so the designer can simply approve it.
5. Impact if unanswered by the date: affected activity, and whether cost or time impact is possible.
6. Attachments list.
Rules:
- No blame and no design opinions beyond the proposal.
- Do not use the RFI to request a change in scope; if the issue is really a change, tell me to also send a change order notice.
- Do not invent dimensions or sheet references; use [CONFIRM].
Also give me a one-line log entry for my RFI log: number, date sent, subject, ball-in-court, date needed.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Email & Workplace Communication prompts
What to fill in
- NAME, #
- ARCHITECT / ENGINEER / OWNER'S REP, via GC or direct
- SHEET NUMBERS, DETAILS, SPEC SECTIONS
- MEASUREMENTS, PHOTOS AVAILABLE
- IF ANY
- DATE AND THE ACTIVITY IT HOLDS UP
- CONFIRM
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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