What is the difference between an RFI and a submittal?
An RFI (request for information) is a written question from the contractor asking the architect or engineer to clarify the contract documents. A submittal is the contractor's shop drawings, product data or samples showing what it intends to install, sent for review against the design. RFIs clarify intent; submittals confirm conformance before fabrication.
RFI vs submittal at a glance
| RFI | Submittal | |
|---|---|---|
| Purpose | Clarify a conflict, omission or unclear detail | Show how the work will meet the design |
| Sent by | Contractor (often from a sub) | Contractor (prepared by the sub or supplier) |
| Answered by | Architect or engineer of record | Architect or engineer of record |
| AIA A201-2017 | 3.2.2 (report errors as RFIs), 4.2.14 (architect responds) | 3.12 (submittals), 4.2.7 (architect review) |
| Specification home | Division 01, often with project management procedures | Division 01, section 01 33 00 Submittal Procedures |
| Can change the work? | The answer can lead to a change order if it changes scope | No; approval does not authorize a change from the documents |
When should you send an RFI?
- Drawings and specs conflict, or two drawings disagree.
- A detail or dimension is missing.
- A field condition differs from what the documents show.
- A specified product is discontinued or unavailable.
Ask one question per RFI, cite the sheet or spec section, and propose an answer. If the answer adds cost or time, give notice under the contract; an RFI answer by itself is not a change order.
What do submittal review stamps mean?
| Stamp | Meaning | What you do |
|---|---|---|
| No exceptions taken / Approved | Conforms to the design intent | Order, fabricate, install |
| Approved as noted | Conforms with the marked corrections | Proceed, incorporating the notes |
| Revise and resubmit | Does not yet conform | Do not fabricate; correct and resubmit |
| Rejected | Not acceptable | Submit a different product or approach |
Under AIA A201-2017 3.12, the contractor reviews and approves each submittal before sending it, and the architect's review does not relieve the contractor of meeting the contract documents.
Why do RFIs and submittals drive the schedule?
Work waiting on an RFI answer or a submittal approval cannot proceed. When that work is on the critical path, every day of review is a day of delay. The contract and Division 01 usually set review periods; build them into the schedule and track them in the logs.
What does BAU AI do with RFIs and submittals today?
Colin is BAU AI's site management agent. RFIs, submittals, change orders and project email are linked to the right item, and the submittal log tracks review routing, due dates and resubmissions. Colin organizes and drafts; your team reviews and sends, and the architect or engineer still reviews every submittal.
At bid time, Clara reads the whole bid package and flags conflicts, missing information and unclear requirements with page cites, which your team can raise as pre-bid questions before they become RFIs after award.
Frequently asked questions
What is the difference between an RFI and a submittal?
An RFI asks the design team to clarify the documents. A submittal shows the design team the products and shop drawings the contractor plans to use, for review against the design.
Which AIA A201 clauses cover RFIs and submittals?
In AIA A201-2017, Section 3.2.2 has the contractor report errors and inconsistencies as requests for information and 4.2.14 has the architect respond. Section 3.12 covers submittals and 4.2.7 the architect's review.
Does an approved submittal change the contract?
No. Approval confirms the submittal conforms to the design intent. A deviation from the documents needs to be called out and approved through a change.
Does BAU AI manage RFIs or submittals?
Colin links RFIs and submittals to the right item and keeps the submittal log with routing, due dates and resubmissions; your team reviews and sends. Clara flags ambiguities in the bid package before bid day, so they can be asked as pre-bid questions.
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