RFI Submission & Tracking for HVAC
The RFI Submission & Tracking workflow supports HVAC contractors by standardizing how technical questions are submitted and resolved. It includes documenting issues, sending RFIs to designers or inspectors, and recording responses in a central log. By following this system, HVAC companies reduce miscommunication, prevent costly errors, and improve efficiency. Clients benefit from clear communication and assurance that technical requirements are addressed. Teams gain accountability and organization, while contractors strengthen professionalism. With this workflow in place, HVAC contractors can protect margins, reduce delays, and deliver projects smoothly and with confidence.
Identify issue or missing info in plans, specs, or scope
Confirm that the question can’t be answered internally
Draft clear and concise RFI question
Include reference (drawing number, spec section, detail, etc.)
Submit RFI to the appropriate party (GC, architect, engineer)
Log the RFI in tracking system with date and description
Set a follow-up reminder based on urgency and schedule impact
Monitor for responses and maintain communication
Review response and confirm clarity with team
Update project documents or plans if response affects scope
Distribute RFI response to field crews or subcontractors as needed
Track whether the RFI results in a change order or delay
Close out RFI once addressed and documented
Archive for future reference and job record
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