RFI Log for Multi-Trade Infrastructure Project

This template is used to track request-for-information items on a multi-trade infrastructure project from submission through approved response. It captures the RFI number, project details, trade, dates, open duration, impact, and follow-up needs in one sequential record. Use it when multiple crews, subcontractors, or disciplines need a clear record of questions and answers. It is especially useful when decisions affect sequencing, cost, or schedule.

The log is usually owned by the project manager, construction manager, or project controls lead, with updates from field engineers or discipline leads. The person responsible should be able to validate status, confirm the approved response, and keep the record current. If your project has a document control process, this template can sit alongside it as the working tracker. The key is assigning one owner so RFIs do not get duplicated or left open.

Review it on a regular project cadence, such as daily on active field work or at least during weekly coordination meetings. High-risk items with cost or schedule impact should be reviewed as soon as they are received and again when the response is approved. A stale log defeats the purpose, so days open should be checked and updated frequently. If the project is in a critical path phase, tighter review cycles are usually better.

The most important fields are the RFI number, trade, date sent, status, days open, impact summary, and approved response. Those fields show what was asked, who asked it, how long it has been open, and what changed after the answer. Cost and schedule impact fields help separate routine clarifications from items that affect delivery. The approved response and approver fields preserve the audit trail.

By recording impact early, the log makes it easier to spot RFIs that may delay work or trigger rework. That helps teams prioritize responses, escalate blockers, and coordinate downstream trades before the issue spreads. The impact summary field is useful for documenting whether the item is informational only or tied to a change in sequence, labor, or materials. It also helps support later claims, change discussions, or closeout reviews.

Yes. You can add trade-specific options, phase tags, location fields, or a priority field if your project needs more detail. For example, a civil package may want utility, excavation, and traffic-control categories, while an MEP package may need electrical, mechanical, and controls. Keep the form lean and use conditional logic for any fields that only apply to certain trades. That keeps the log usable in the field.

Email and chat are easy to start with, but they make it hard to see open items, ownership, and impact in one place. This template creates a single source of truth with consistent fields and a clear response record. It also reduces the chance that an answer gets buried in a thread or lost when people change shifts. For projects with multiple trades, that structure is usually the difference between tracking work and chasing it.

Only collect the information needed to identify the issue, route it, and document the response. Avoid adding unnecessary personal data or unrelated notes that do not support the project record. If you include names or contact details, keep them limited to what is needed for follow-up and approval. A concise log is easier to maintain and easier to audit.