A Request for Information (RFI) is one of the most powerful tools a contractor has at tender or bid stage — and one of the most underused. A well-written RFI doesn't just get you a clarification. It creates a commercial paper trail, documents your pricing assumptions, and protects you from scope disputes after award. Here's how to write them properly.
An RFI — Request for Information — is a formal written question submitted to the client or their design team during the tender or bid period. It asks for clarification on information that is missing, ambiguous, or contradictory in the tender pack or bid documents.
In the UK, RFIs are sometimes called clarification questions, tender queries, or pre-tender enquiries. In the US, they're universally called RFIs during bidding. Under NEC contracts, the equivalent mechanism post-award is an early warning notice. The terminology varies — the purpose doesn't.
An RFI submitted before the tender return date creates a formal record that you identified a gap or ambiguity before pricing. If the issue becomes a dispute after award, your RFI is evidence. If you didn't raise it, you may be deemed to have accepted the risk.
Most RFIs are too vague to be useful. "Please confirm the extent of electrical works" tells the client nothing specific and gives you no protection. A proper RFI has four elements — reference, question, assumption, and commercial impact.
Most tender packs and bid packages include an RFI or clarification deadline — typically 7–14 days before the return date. This gives the client time to issue an addendum with answers before you submit your price. Missing this deadline means you price blind on every unanswered question.
In practice, you should identify all your RFIs during your initial document review — ideally within the first day of receiving the pack — and batch-submit them as early as possible. Late RFIs get late answers. Some never get answered at all.
In US construction, the client responds to RFIs by issuing an addendum to all bidders. You are typically required to acknowledge receipt of all addenda in your bid submission. Failure to acknowledge an addendum can result in bid rejection — check the Instructions to Bidders carefully.
Based on analysis of hundreds of tender packs, these are the most frequent issues that should trigger an RFI:
| Issue | Priority | UK Term | US Term |
|---|---|---|---|
| Missing quantity schedule | CRITICAL | Bill of Quantities not provided | No schedule of values / quantity takeoff |
| Missing or not-issued drawing | CRITICAL | Drawing listed "Not Issued" | Drawing listed but not in bid set |
| Hazardous materials survey not provided | CRITICAL | Asbestos survey not issued | Hazmat / environmental survey missing |
| Contradicting specifications | HIGH | Spec conflicts with drawing | Spec section conflicts with drawing |
| Undefined provisional sum | HIGH | Provisional sum stated but not scoped | Allowance stated but not defined |
| Temporary works responsibility | MED | Temporary works not allocated | Shoring / falsework responsibility unclear |
| Scope of commissioning | MED | Commissioning and witnesses not defined | Commissioning scope and witnessing not defined |
| Interface trade responsibilities | MED | Builder's work by others? | Supporting trades by GC or sub? |
| Working hours restrictions | MED | Permitted noisy working hours | Noise ordinance / permitted work hours |
| Temporary power and lighting | MED | Temporary supply — by whom? | Temp power — GC or sub responsibility? |
"Every RFI you submit is a line of defence. Every ambiguity you don't raise is a risk you've accepted — whether you meant to or not."
Sometimes the RFI deadline passes and your question isn't answered. Or the addendum comes back with "noted" or "contractor to allow" — which tells you nothing. In these situations, your pricing assumption becomes your protection.
Every RFI you submit should include a clear statement of what you're pricing on if no answer is received. That assumption, stated in your submission qualifications, is your commercial defence. If the scope turns out to be different from your assumption and you have a written record of having asked, you have the basis for a variation claim.
Include your pricing assumptions in two places: in the RFI itself (submitted before the deadline), and in your tender submission qualifications. This double-documentation makes it clear to any future dispute resolution body that the issue was raised, not overlooked.
Under NEC4 contracts, RFIs at tender stage become Early Warning Notices (EWNs) after contract award. An EWN is a formal notification that an issue exists which may affect cost, time, or quality. The obligation is mutual — both contractor and project manager must give early warning of emerging risks.
Failing to give an EWN when you were aware of a risk can reduce or eliminate your entitlement to additional time or money. Good tender-stage RFI discipline translates directly into good post-award contract management.
Keep a simple log of every RFI you submit, the date submitted, the response received, and what you priced on. This log is your evidence pack if any of these issues become disputes after award.
TenderScope analyses your full tender pack or bid package and generates a complete set of ready-to-send RFIs — referenced to the documents, with pricing assumptions included. First report free.
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