📍 When to use this template
- When a site engineer finds a discrepancy between drawings, specs, and site conditions, or when information is missing.
- Maintained continuously throughout the project and updated in real-time as RFIs are raised, answered, or closed.
- Typically updated by the project coordinator or planning engineer, based on RFI forms submitted by site engineers.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Info6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Revision No.
_____________
Date of Issue
_____________
Period Covered (From/To)
_____________
2RFI Identification7 fields
Raised By (Name/Designation)
_____________
Discipline (Civil/Arch/MEP/Structure)
_____________
Location / Gridline / Chainage
_____________
Reference Drawing No.
_____________
Reference Specification Clause
_____________
3Query Details5 fields
Subject / Title of RFI
_____________
Detailed Description of Query / Discrepancy
_____________
Reference to BOQ Item No.
_____________
Attached Documents (Sketch/Photo Ref. No.)
_____________
Urgency (Critical/High/Medium/Low)
_____________
4Response Tracking5 fields
Date Sent to Consultant/Architect
_____________
Response Due Date
_____________
Response Received On
_____________
Responded By (Name/Company)
_____________
Reference to Response Document (e.g., SI No., Sketch No.)
_____________
5Closure & Impact Analysis7 fields
Summary of Resolution
_____________
Status (Open/Closed/On-Hold/Superseded)
_____________
Cost Impact (Yes/No/TBD)
_____________
Schedule Impact (Yes/No/TBD)
_____________
Related Variation Order (VO) No.
_____________
Remarks / Action By
_____________
💡 Sample filled excerpt
RFI-CIV-045 | 22-May-2024 | Civil | Basement-1, Raft Slab | STR-012, PL-008 | Reinforcement of lift pit wall clashing with waterproofing detail at corner. Request revised detail. | Status: Open | Urgency: Critical
⚖ Compliance notes
- Establishes a formal record for potential claims under FIDIC Sub-clause 1.9 (Delayed Drawings or Instructions).
- Provides critical documentation for project audits and for justifying Extension of Time (EOT) or cost variations.
- Serves as evidence of due diligence and timely communication with the Engineer/Consultant as required by most contracts.
- Aids in compliance with quality management systems like ISO 9001 by ensuring controlled documentation and communication.