The 5-Minute RFI: Using AI to Draft Clear, Complete Questions Fast

Write Better RFIs That Actually Get You Answers Quicker

Time is Money

Ever spent your morning staring at a blank screen, trying to figure out how to phrase an RFI? You know the answer you need, but getting there means writing something that's clear, professional, and gets you a useful response the first time. Look, we’ve all been there. Time to make it a lot easier to keep your project moving and protect your interests when issues come up.

Make It Easy to Say Yes

We all know the secret to a great RFI is making it easy for the architect or engineer to give you an answer. They're juggling multiple projects too. If you hand them a vague question with no proposed solution, you're just asking for delays. Instead, do the thinking upfront and use AI to help you put it into words.

Here's Your Prompt Template

Copy this into ChatGPT or Claude:

You are an expert in drafting RFIs and a construction expert. Help me draft an RFI with the following information:

Location: [Grid/Level/Room] 
Issue: [What's the problem] 
Drawings Involved: [Drawing numbers] 
Proposed Solution: [Your suggestion or options] 
Schedule Impact: [Days/Activities affected] 
Cost Impact: [Yes/No - don't include amounts] 
Urgency Level: [Normal/Urgent with reason]

Make it concise but include all relevant information. Structure it for a clear response.

Getting Results That Matter

Let's say you've got a ductwork conflict with structural steel. Instead of just asking "What should we do?", your prompt to draft the RFI should include:

• Clearly state the location and issue

• Reference specific drawings

• Propose a workable solution

• Note schedule implications

• Flag if it's urgent and why

• Include the right attachments

Pro tip: If you already know how you want to solve it, make it a confirming RFI. Let them say yes to your solution instead of asking them to design one.

Quality Control Matters

Quick note: This is only going to give you a rough draft. If you’ve written a good prompt, the output is going to be solid, but you still need to review it. Just like you'd check an RFI from your project engineer, give the response a quick review before officially submitting it.

The key is giving the right context in the prompt. If you use the prompt template above and fill in all the details, you should only need to make minor tweaks.

Remember This

RFIs are powerful tools. They can also be complete time sucks and delay projects. RFIs are documentation that could matter later for changes and claims. Leverage AI to help you write clearly and completely, but always make sure you're stating:

• Exactly what you need

• When you need it

• What happens if you don't get it

• Your proposed solution

The goal is to get the right answer that keeps your project moving and protects your interests. Now instead of spending your morning writing, you can do anything else.