Originally published on the Ezelogs blog on 10/30/2022. Rewritten and fact-checked in November 2026.
An RFI (request for information) is a question sent to the design team when the drawings or specifications are unclear, conflicting or incomplete. A submittal is information the contractor sends for review — product data, shop drawings, samples — to show what will be furnished and installed. RFIs clarify the design; submittals show how the contractor intends to meet it.
RFI vs submittal at a glance
| RFI | Submittal | |
|---|---|---|
| Purpose | Clarify a gap, conflict or question in the contract documents | Show the products, materials and methods the contractor will use |
| Typical sender | Contractor or subcontractor, usually through the general contractor | Subcontractor or supplier, through the general contractor |
| Typical reviewer | Architect or engineer — as named in the contract | Architect or engineer, after the general contractor's review — as named in the contract |
| What triggers it | A question found during design review, bidding or construction | Requirements listed in the specification sections |
| Typical result | A written response | A review action set by the contract — commonly approved, approved as noted, revise and resubmit, or rejected |
| Changes the contract? | No. If the answer changes scope, cost or time, it goes through a change order or similar directive | No. Reviewing a submittal does not authorize a design change |
| Common examples | Dimension conflict, missing detail, unclear specification | Product data sheets, shop drawings, samples, mock-ups |
Roles and review actions depend on your contract. Who reviews, how long they have and what stamps they use are set by the project's contract and its specification — usually the Division 01 "Submittal Procedures" section. Check those documents rather than assuming a standard process.
What RFIs and submittals are for
Submittals and RFIs work best when the roles of the architect, design team and contractors are clearly defined. On a large project there can be hundreds or even thousands of submittals, which makes them one of the most document-heavy parts of construction.
They provide the groundwork for cooperation among all teams
The project owner, architects, engineers and designers develop the design and the specification requirements, including which submittals are required. The contractor then works with its subcontractors and suppliers to compile the product data and proposed products. As submittals move through review, clarification and response, communication opens up between the design and construction teams, so everyone is aligned before work starts.
Selections and specifications help maintain product quality
Submittal review is an early quality-control step: it checks that the proposed products and methods match the specification before they are bought and installed, which helps prevent rework later.
Before construction starts, they air differences, concerns and questions
Review often exposes misunderstandings or design discrepancies. Some are simple misreadings; others are real design problems that need an RFI and a design response before the contractor can submit. On long projects, suppliers may also change or discontinue products, so the contractor may need to propose equivalents that meet the original design.
The RFI process
- Identify the question — a conflict, missing detail or unclear requirement — and cite the drawing or specification reference.
- Prepare the RFI with a clear question and, where useful, a suggested solution.
- General contractor review to confirm the question is valid and not already answered.
- Design-team response within the time set by the contract.
- Distribute the answer to everyone affected; if it changes scope, cost or time, start the contract's change process.
- Log and close the RFI.
The submittal process
- Identify required submittals from the specification sections and build the submittal log.
- Prepare product data, shop drawings or samples with the subcontractor or supplier.
- General contractor review for completeness and conformance before forwarding.
- Design-team review and a review action as defined in the contract.
- Resubmit if required, then release the approved items for purchase and installation.
- Log and close each item.
What submittals are not: substitution requests or change orders
Submittals are not the right way to approve items that do not meet the specification, even when there are good reasons. If a required item is unavailable but a suitable substitute exists, the responsible party should submit a substitution request, which may be approved for alternatives that perform as well as or better than the specified item.
The design team's review of a submittal does not change the project's scope, cost or schedule. If a proposed change would affect any of these, the contractor must request a change order.
Managing RFIs and submittals in Ezelogs
In Ezelogs, RFIs are kept in an RFI list with a detail record for each question. For submittals, Submittal AI assists with drafting a submittal log from specification content; the team reviews the proposed items before saving.
Conclusion
Shop drawings, product data, schedules and meeting notes all depend on reliable documentation. Keeping RFIs and submittals clearly separated — and following the review process in your contract — helps keep the project on schedule and within budget.
Related reading
RFI coordination and response accountability · RFI software evaluation checklist · Rework in construction design