RFI Logging and Tracking SOP
Construction | SOP

Use this when: Questions to the design team are getting lost, or nobody can say which ones are still open.

Owner: [project coordinator]

1. Log each RFI before sending it: number, date, drawing or spec reference, question, and who asked.
2. Write one question per RFI. Attach photos or markups.
3. Propose a solution if you have one, and mark any cost or schedule impact.
4. Set a required response date based on the work it affects.
5. Send it through the agreed channel, and copy the people the contract requires.
6. Review open RFIs at the weekly site meeting. Chase any that are overdue.
7. When answered, tell the crew and update the drawings on site.
8. If the answer changes cost or schedule, raise a change notice right away.
9. Close the RFI in the log, and file the response.

Before you use this: Your contract may set notice periods for changes and delays, so check them. A late notice can cost you the claim.

Fill in the items in square brackets and adapt this to your business.
Free template from SAZ: https://playbooks.saz.ca/p/construction-sop