RFI Submission & Tracking for Site Preparation
The RFI Submission & Tracking workflow provides site preparation contractors with a structured checklist for handling project questions. It includes preparing RFIs for grading requirements, soil reports, or utility conflicts, then submitting and recording responses. By using this process, contractors reduce delays, prevent costly mistakes, and improve professionalism. Clients benefit from transparency and reliable communication, while teams gain accountability. With this workflow in place, site prep companies can strengthen credibility, protect profitability, and deliver projects that meet requirements consistently and efficiently.
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