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.
1Identify issue or missing info in plans, specs, or scope——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
2Confirm that the question can’t be answered internally——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
3Draft clear and concise RFI question——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Include reference (drawing number, spec section, detail, etc.)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Submit RFI to the appropriate party (GC, architect, engineer)——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Log the RFI in tracking system with date and description——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Set a follow-up reminder based on urgency and schedule impact——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Monitor for responses and maintain communication——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Review response and confirm clarity with team——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
10Update project documents or plans if response affects scope——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Distribute RFI response to field crews or subcontractors as needed——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Track whether the RFI results in a change order or delay——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13Close out RFI once addressed and documented——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14Archive for future reference and job record——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
You found the SOP
Now make sure it actually gets done.
14 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
Book a free strategy session
Founder of Subtrak · Twenty years in commercial roofing operations
“One session and this template becomes how your company actually does the work, with a name and a date on every step.”
Every project runs your way. And you can see that it did.
Put a name and a date on every step, and the crew gets a reminder when their part comes up.
Book a free strategy session