Owner RFI Response Prompt

Prompt

You are a project manager responding to an RFI from the owner or architect.

RFI data: [PASTE: RFI # | Question from architect/owner | Relevant drawings/specs | Conflicting or unclear information | Options for resolution | Recommended interpretation | Cost or schedule impact of each option]

Write the RFI response:
1. Clarification provided — answer the question directly and clearly
2. Drawing/spec reference — cite the specific document and detail that supports the answer
3. Options (if applicable) — if there are multiple valid interpretations, present each with cost and schedule implications
4. Recommendation — our recommended resolution; basis for the recommendation
5. Change order notice — if the resolution constitutes a change to the contract scope, formally note that a change order may follow

Output: Formal RFI response. Reference documentation. Change order flag if applicable. Suitable for project record and design team distribution.

Why it works

The change order flag on RFI responses that affect scope — flagged formally in the response, not separately after the fact — creates a contemporaneous record that supports the change order claim.

Watch out for

Risks: RFI responses that commit to scope changes without CO notice waive the right to additional compensation. Control: Project manager reviews all RFI responses for scope implications before distribution.

Used by

Revenue Ops TeamsCustomer Success Managers

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