Overview
Questions come up on every construction project. A drawing detail that doesn't match the spec, a site condition that wasn't anticipated, a scope gap that needs an answer before work can move forward. How those questions get handled determines whether a project stays on track or slowly unravels through miscommunication and delay.
Requests for Information (RFIs) are the formal mechanism for asking those questions and getting documented answers. Structur's RFI module gives you a dedicated space to create, send, track, and close RFIs directly inside a project. Nothing gets lost in an email thread, and every response is on the record.
You can send RFIs to clients, architects, engineers, or vendors. Recipients receive an email with a link to view the RFI and submit their response directly without needing a Structur account. Every reply is captured in the RFI's activity log, and ball-in-court tracking keeps it clear at every stage who needs to act next. This guide walks you through creating an RFI from start to close.
Understanding RFIs
What It Does
The RFI module allows you and your team to:
Create formal RFI records tied directly to a project with auto-assigned RFI numbers
Set a title, requested by, and due date on every RFI so the record is complete from the start
Add recipients from your existing clients and vendors, or add a new vendor directly from the RFI
Toggle the client in as a recipient with a single switch when the client needs visibility
Add additional recipients including team members or external email addresses
Write a detailed question using a rich text editor with full formatting support
Attach supporting files including drawings, photos, and specs to give recipients full context
Send the RFI by email with a personal message directly from the RFI record
Track ball-in-court status so it's always clear who is currently responsible for responding
Record the complete response history in the activity log for future reference
Copy a recipient link to share the RFI view directly without re-sending the email
Download the RFI as a PDF at any time
Close RFIs once resolved to keep the log accurate
When to Use It
RFIs are most valuable when you need to:
Formally document a question about design intent, drawings, or specifications
Get a written answer from an architect, engineer, owner, or vendor before proceeding with work
Clarify a scope gap or conflict between contract documents
Create a paper trail for any issue that could lead to a change order or dispute
Track outstanding questions and make sure nothing is waiting on a response longer than it should be
Step-by-Step Instructions
1. Open the RFI Module
Click Projects in the left sidebar and open the project you want to work in
Click RFIs in the module top bar
If no RFIs exist yet, you'll see an empty state with a New RFI button in the center.
2. Create a New RFI
Click New RFI in the top right corner
The Create New Request for Information modal opens
Enter a clear, specific Title that immediately communicates what the RFI is about
Click Create
The RFI opens in Draft status and is assigned the next RFI number automatically.
Note: A good title does the work for you. "Conflict Between Structural Drawing S-204 and Architectural Floor Plan A-101 at Grid Line C" is far more useful than "Drawing Question" when you're managing a log of 30 open RFIs.
3. Fill In Basic Info
In the Basic Info section:
Confirm or update the Title
Set the Requested By field - this defaults to the logged-in user and identifies who is submitting the RFI
Set a Due Date for when a response is needed
Note: Always set a due date. Without a deadline, RFIs can sit unanswered for weeks. Due dates create accountability and make it easy to spot overdue items in the log.
4. Add Recipients
The Recipients section controls who receives and responds to the RFI.
To include the project client:
Toggle Include Client on - the client tied to the project is added as a recipient automatically
To add a vendor or other contact:
Click New Recipient
The New Recipient modal opens and shows your existing vendors and clients
Search by name or scroll to find the right contact
Check the box next to their name and click Add Recipients
To add someone not yet in your contacts, click Add New Vendor and create the record from here
To add additional recipients:
Use the Additional Recipients field to enter any email address or select a team member who should receive a copy
5. Write the Question
In the Question section:
Use the rich text editor to write a detailed, specific question
Include the relevant drawing number, spec section, or site condition that prompted the RFI
State clearly what you need the recipient to decide or confirm
Note: The more clearly you frame the question, the faster and more useful the response will be. Vague RFIs produce vague answers.
6. Attach Supporting Files
Below the Question field, use the file upload area to attach any supporting documents that help clarify the issue - marked-up drawings, specification sections, site photos, or any other reference material.
Good attachments reduce back-and-forth by giving the reviewer everything they need to answer the RFI in one pass.
7. Send the RFI
Click Send RFI in the top right corner
The Send RFI modal opens showing the recipient count and email addresses
Add a personal Message in the rich text field to provide context or set expectations
Click Send
The RFI status updates from Draft to Submitted and the recipient receives an email with a link to view and respond. The RFI appears in the list with the current Ball in Court and Due Date visible.
8. Track Ball-in-Court and Responses
After sending:
Ball in Court shows who is currently responsible for taking action. When the RFI is first sent, the ball is in the recipient's court. Once they respond, it returns to your court for review
Activity log records every action - when the RFI was created, when it was sent, and when responses come in
Response section on the client-facing view allows recipients to type their response, attach files, and click Send Response - all of which is captured automatically in the activity log
If an RFI is past its due date with no response, the ball-in-court field tells you exactly who is holding it up.
9. Copy the Recipient Link or Download
At any time from inside the RFI:
Click the Copy Link icon in the top right to copy a direct link to the recipient-facing view - useful for sharing without resending the email
Click the Download icon to generate a PDF of the RFI for your records
10. Close the RFI
Once the question has been fully resolved and any necessary action has been taken, mark the RFI as closed to keep your log accurate and reflect the true number of open items.
Best Practices
Write one clear question per RFI - an RFI that asks one specific question gets resolved faster than one that bundles multiple issues together. Create separate RFIs for distinct questions so each can be tracked and closed independently.
Always set a due date - due dates create urgency and make it easy to identify what's holding up the project before it becomes a real delay.
Attach everything the reviewer needs - include marked-up drawings, spec references, and photos so the recipient doesn't need to come back asking for more information before they can respond.
Monitor ball-in-court actively - if an RFI is sitting in someone's court past the due date, that's your signal to follow up.
Close RFIs promptly - once a question is resolved, mark it closed. A log full of technically resolved but still-open RFIs loses its value as a management tool.
Use descriptive titles consistently - clear titles make it much easier to search and reference past RFIs, especially on longer projects where the log grows quickly.
Use RFIs to document potential change order triggers - if a clarification reveals a scope gap or design change, having the RFI on record gives you a documented starting point for the change order conversation.
Common Questions
Q: Do recipients need a Structur account to respond?
A: No. Recipients receive an email with a link to view the RFI and submit their response without logging in to Structur. All responses are captured automatically in the activity log.
Q: What does ball-in-court mean?
A: Ball in court identifies who is currently responsible for taking action on an RFI. When the RFI is first sent, the ball is in the recipient's court. As the RFI moves between parties, this field updates to reflect who needs to act next, making it immediately clear where any delay is sitting.
Q: Can I send an RFI to a vendor who isn't in my contacts yet?
A: Yes. Click New Recipient inside the RFI and then click Add New Vendor to create the record and add them as a recipient without leaving the RFI.
Q: Can I send an RFI to multiple recipients?
A: Yes. Use the New Recipient button to add vendors or clients from your contacts, toggle Include Client to add the project client, and use the Additional Recipients field to add team members or any email address.
Q: Are all responses saved?
A: Yes. Every response is recorded in the RFI's activity log, creating a complete history that's available for future reference at any time.
Q: How do I know when an RFI has been answered?
A: The activity log updates when the recipient submits a response. The ball-in-court field also returns to your court once they've responded, signaling that it's your turn to review and act.
Q: When should I close an RFI?
A: Close an RFI once the question is fully resolved and any necessary follow-up action has been taken. Keeping resolved RFIs open clutters the log and makes it harder to see what's genuinely still outstanding.
Q: Can I attach drawings or photos to an RFI?
A: Yes. Use the file upload area below the Question field to attach any supporting documents including drawings, photos, specifications, or other reference files.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Write vague titles like "Question" or "Clarification Needed" | Use specific, descriptive titles that identify the drawing, spec section, or issue clearly |
Bundle multiple unrelated questions into one RFI | Create separate RFIs for distinct questions so each can be tracked and closed independently |
Send an RFI without a due date | Always set a deadline to create accountability and flag overdue items |
Skip attaching supporting documents | Include marked-up drawings, photos, and spec references so the reviewer has everything they need |
Leave resolved RFIs open in the log | Close RFIs promptly once the question is answered to keep the log accurate |
Ignore the ball-in-court field after sending | Monitor who holds the ball and follow up when due dates pass without a response |