RFI Submission & Tracking for Landscaping

The RFI Submission & Tracking workflow supports landscaping contractors by organizing how scope or design clarifications are handled. It covers drafting RFIs, submitting them to designers or property managers, and documenting responses. By following this process, landscaping companies reduce confusion, avoid delays, and improve coordination. Clients benefit from transparency and confidence in the contractor’s preparation. Teams gain accountability and efficiency. With this workflow in place, landscaping contractors can protect margins, strengthen trust, and deliver projects more reliably.

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