The Engineer’s Guide to RFIs
5 mins read
Published Jan 27, 2026
In the world of systems integration and control engineering, silence is expensive. Every hour spent waiting for clarification on a schematic or a scope gap is an hour that bleeds into your margin.
The tool we use to break that silence is the Request for Information (RFI). But not all RFIs are created equal. A poorly written RFI can sit in a general contractor’s inbox for weeks, while a well-crafted one gets an answer by the end of the day.
At Time Assign, we help engineering teams track their most valuable resource—time. Here is our guide to mastering the RFI process so you can get back to building.
What is an RFI (Request for Information)?
An RFI is a formal business process used in construction, engineering, and systems integration to gather information that is not explicitly stated in the contract documents, drawings, or specifications.
It is not a chance to ask vague questions. It is a contractual tool used to:
Clarify ambiguities in the design.
Propose a substitution for a specified part (e.g., swapping a delayed PLC module for an available equivalent).
Highlight a conflict between architectural drawings and electrical requirements.
When you submit an RFI, you are effectively pausing a specific portion of work until the client or general contractor (GC) provides direction. Because this often has cost or schedule impacts, the RFI serves as the official paper trail protecting your company from liability later.
The Best Format for an Engineering RFI
The goal of your format should be to minimize the cognitive load on the person answering. If the engineer or architect has to hunt for information, your response time will suffer.
A high-converting RFI format should always include these four distinct sections:
1. The Context (The "Where")
Don't just say "The panel drawing is wrong." Be specific.
Reference: Cite the specific drawing number, sheet number, and detail view (e.g., E-102, Detail 4).
Location: Specify the physical area (e.g., Control Room B, North Wall).
2. The Problem (The "What")
State the issue clearly and neutrally.
Bad: "This won't work."
Good: "Drawing E-102 indicates a NEMA 1 enclosure, but the environmental spec sheet requires NEMA 4X for this washdown area. Installing NEMA 1 will result in equipment failure."
3. The Proposed Solution (The "How")
This is the most critical section. Never submit an open-ended RFI if you can avoid it. Always propose a solution that the architect or engineer can simply stamp "Approved."
Example: "We propose utilizing a NEMA 4X Stainless Steel enclosure for this location to meet washdown requirements. Please confirm this direction."
4. The Impact (The "Cost")
Be transparent about how this affects the project.
Schedule Impact: Will this delay the critical path?
Cost Impact: Is this a zero-cost change, or will a Change Order (CO) follow?
How to Speed Up a Response
If your RFIs are gathering dust, you might be making it too hard for the other side to say "Yes." Here is how to speed up the cycle:
One Subject Per RFI: Never bundle three different questions into one document. If the engineer knows the answer to two but has to research the third, they will delay the entire response. Split them up so you get the easy answers immediately.
Attach Visuals: A screenshot of the drawing with a red cloud around the conflict area is worth a thousand words. Don't make them open the blueprints; put the snippet right in the RFI.
Set a "Response Required By" Date: standard contracts often allow 7–14 days for a response. If you need it in 48 hours, state clearly why (e.g., "Concrete pour scheduled for Thursday").
Call After Submitting: The "Time Assign" pro-tip: Send the formal RFI via email or your project management software, then follow up with a 2-minute phone call to the reviewer. "Hey, just sent RFI #04 regarding the sensor voltage—it's a quick fix, just need your thumbs up."
Keep Your Projects on Track
Managing RFIs is just one part of keeping a systems integration project healthy. The other part is knowing exactly where your engineering hours are going.
Time Assign helps control engineers and integrators track time against specific project phases, ensuring that "waiting on RFIs" doesn't wreck your utilization rates.
