RFIs vs. Submittals: Two Ways Commercial Teams Resolve What the Plans Don’t

Key takeaways:

• RFIs ask focused questions about missing, unclear, or conflicting construction information; submittals show proposed products and details for review against project requirements.
• The two processes work together through the General Contractor, subcontractors, architect, and engineers to resolve uncertainty before the affected fabrication or installation.
• Timely responses, current documentation, and clear owner decisions help reduce field surprises. An RFI response or submittal review does not automatically authorize added cost or time.

Two Documents, Two Different Jobs

If your commercial construction project already has drawings, why is the team still asking questions or reviewing products? Those documents serve different purposes. An RFI (request for information) asks for clarification; a submittal shows a proposed product or detail for review against the project requirements.

The distinction matters before a crew orders a custom component or installs equipment. We use these processes to help resolve open questions and coordinate the details before they turn into rework. 

For an owner, the practical question is whether the team needs an answer, a product review, or both.

Planning a commercial build or renovation? Contact our team or call (904) 241-4416 to talk through your project.

What Is an RFI in Construction?

An RFI in construction is a documented request for information the team needs to proceed. Common reasons to raise one include:

• Inconsistent dimensions
• Missing details
• Conflicting drawing notes
• Existing conditions that don’t match the plans

A useful RFI identifies the issue, cites the relevant drawings or specifications, asks a focused question, and gives a response-needed date. 

The AIA’s RFI instructions also provide for supporting attachments and a recommended solution, when appropriate.

What Does a Construction Submittal Show?

For product and design review, a construction submittal shows how a proposed material, component, or assembly is intended to meet the project requirements. 

Common examples include:

• Shop drawings showing component dimensions and fabrication details
• Product data showing the selected equipment or material and its performance
• Samples showing finishes, colors, and textures

What Is the Difference Between an RFI and a Submittal?

The difference comes down to four practical questions:

• Purpose: An RFI asks for clarification; a submittal demonstrates a proposed way to meet the requirements.
• Trigger: An RFI responds to an unresolved question; a submittal responds to project-specific submission requirements.
• Typical content: An RFI contains a focused question and references; a submittal contains product data, drawings, or samples.
• Outcome: An RFI receives clarification or direction; a submittal receives a review status and any comments or required revisions, where review is required.

Neither replaces the other. A submittal may reveal a question that needs an RFI, and an RFI response may require a revised submittal.

When Should a Contractor Submit an RFI?

Start by checking the current drawings, specifications, and previous responses. If a question still needs the design team’s input, raise it promptly through the project’s RFI process. 

Tie the requested response date to the affected purchasing, fabrication, or installation activity and the agreed review period.

RFIs can arise throughout construction as conditions and coordination issues come to light. A clarification request is also different from a substitution request or proposed scope change; route each through the process required by the project documents.

Who Prepares, Routes, and Reviews Each Document?

The project agreements establish who submits, routes, and reviews each item. On a typical project, responsibilities break down this way:

• Subcontractor or supplier: Identifies a field question or prepares the technical submittal for its scope
• General Contractor: Reviews and coordinates the information before routing it to the appropriate design professional
• Architect or engineer: Responds within the relevant design discipline and review scope
• Owner: Provides timely selections or business decisions when requested and considers any cost or schedule implications

As your General Contractor, we still have coordination responsibilities after the design team reviews a submittal. 

Under AIA A201, for example, the contractor’s review includes checking the submittal against contract requirements and coordinating its information with the work.

How Do RFIs and Submittals Work Together?

Consider a hypothetical storefront installation. Here’s how a question about the opening could move through both processes:

• A plan and elevation show different opening dimensions; the General Contractor submits an RFI identifying the conflict.
• The architect clarifies the intended dimension and issues revised information if needed.
• The storefront supplier incorporates that clarification into shop drawings and product data for submittal review.
• The team completes the required review, addresses comments, and obtains the necessary approval before releasing the affected work.

A submittal review may also expose an issue that triggers an RFI, which is why teams should cross-reference the records.

Can an RFI Response or Submittal Review Change Cost or Schedule?

Either process can uncover a potential change. An RFI response doesn’t automatically authorize added cost or time, and a submittal review isn’t permission to ignore the contract requirements. Any proposed deviation needs to be clearly identified and handled through the project’s applicable approval or change process.

A late answer or resubmittal can affect the activities that depend on it. There’s no single response deadline that fits every project; the contract, agreed review schedule, and affected work matter. 

Ask what the decision changes, who needs to authorize it, and which activity is waiting.

What Problems Can Clear Documentation Help Prevent?

The paperwork is only useful if the team can act on it. Watch for these common problems:

• Vague RFIs that leave the reviewer guessing
• Incomplete submittals with missing selections or technical data
• Late requests that leave too little time for review
• Unmarked revisions that make changes hard to spot
• Outdated documents reaching buyers, fabricators, or installers

In a restaurant build, for example, a proposed piece of equipment might have electrical requirements that conflict with the electrical drawings. 

The team needs clarification and coordinated equipment information before committing to the affected purchase or rough-in. Cross-referenced records help everyone follow the same decision.

What Should Owners Ask Their Project Team?

You don’t need to manage every technical exchange to stay informed. We encourage owners to ask:

• What question or product detail remains unresolved?
• Who must respond, and when does the affected work need that answer?
• Does the decision affect appearance, performance, cost, or the opening date?
• Do buyers, fabricators, and installers have the current information?

Timely owner decisions help the team act on resolved questions. If a selection is still open, ask when it’s needed and what would be affected by a delay.

FAQ

What is the difference between an RFI and a submittal?

An RFI asks for clarification about project information. A submittal presents a proposed product, material, or detail so it can be checked against project requirements.

When should a contractor submit an RFI?

After checking the available project information, submit an RFI when an unresolved question needs clarification. Raise it early enough for a response before the affected work, even if other construction is already underway.

Can a submittal lead to an RFI?

Yes. Reviewing a submittal may expose a conflict or missing design information that needs clarification through an RFI. Missing information from a supplier may instead require a corrected submittal.

Is an RFI the same as a change order?

No. An RFI requests information. A change order documents an agreed change to the work and any adjustment to the contract price or time, including when there’s no adjustment.

How do RFIs and submittals reduce construction surprises?

They help teams identify unclear requirements and coordination issues before affected materials are fabricated or installed. Their value depends on timely review and getting the resulting information to the people doing the work.

Resolve the Question Before Committing to the Work

A clarified dimension won’t help if the fabricator never receives it. A reviewed product won’t solve an unanswered design question. 

RFIs and submittals work best when the team connects the records, resolves the open items, and carries those decisions through to the field.

Planning a new commercial space or renovation? Get in touch with us to discuss your project, priorities, and the coordination your build will need.