RFIs and submittals are both formal construction documents, but they solve different problems. An RFI asks a question. A submittal presents something for approval. Mixing them up can slow down a project, bury decisions in the wrong place, and create weak documentation if a dispute appears later.
The short version: use an RFI when the team needs information or clarification. Use a submittal when the team needs to review and approve a product, material, shop drawing, sample, or proposed method.
What is an RFI?
RFI stands for Request for Information. It is a formal question used when the plans, specifications, site conditions, or coordination details are unclear.
Typical RFI topics include:
- A conflict between drawings and specifications.
- Missing dimensions.
- Unclear routing or installation details.
- Field conditions that do not match the plans.
- Questions about who owns a piece of scope.
- Clarification before pricing a change.
An RFI should include the question, project reference, drawing or spec section, needed response date, priority, and any photos or sketches that help explain the issue.
What is a submittal?
A submittal is a formal package submitted for review before materials or work are installed. It gives the reviewer a chance to confirm that the proposed item meets the contract requirements.
Typical submittals include:
- Product data sheets.
- Shop drawings.
- Material samples.
- Equipment selections.
- Fixture schedules.
- Mix designs.
- Manufacturer cut sheets.
- Proposed substitutions.
Submittals are common when a subcontractor, supplier, or trade partner needs approval from the general contractor, architect, engineer, or owner before ordering or installing something.
The key difference
An RFI asks, “What should we do?” A submittal asks, “Is this acceptable?”
That difference affects the whole workflow. An RFI needs an answer. A submittal needs a review decision. The RFI response may create direction. The submittal response may approve, reject, or request revisions to a proposed product or detail.
When to use an RFI
Use an RFI when the issue is uncertain and cannot be solved by simply checking the contract documents. For example, if the reflected ceiling plan shows one fixture layout but the electrical plan shows another, an RFI is appropriate.
Do not use an RFI as a substitute for reading the drawings. Before sending one, confirm the answer is not already in the plans, specs, schedules, addenda, or meeting notes. A good RFI is specific and answerable.
When to use a submittal
Use a submittal when a product, material, drawing, or selection needs approval before work proceeds. For example, an HVAC subcontractor may submit equipment cut sheets. An electrical subcontractor may submit lighting fixture data. A millwork contractor may submit shop drawings.
Submittals should be complete enough for review. Missing model numbers, unclear substitutions, or incomplete drawings often lead to resubmission and schedule delay.
Who creates and answers them?
On many projects, subcontractors create RFIs and submittals and send them to the general contractor. The GC may answer directly, forward to the architect or engineer, or coordinate with the owner.
On smaller projects, the contractor may send RFIs directly to the owner or designer. The same principle applies: the person with authority or knowledge provides the answer, and the project record captures it.
Statuses and closeout
RFIs usually move through open, answered, and closed states. The question is open until a formal response is provided. It is closed when the requester accepts that the answer is sufficient.
Submittals usually move through draft, submitted, under review, approved, approved as noted, rejected, or revise and resubmit. The exact language varies, but the point is to record the review outcome.
Documentation best practices
For both RFIs and submittals, keep the record in one place. Email threads, text messages, and verbal answers are easy to lose. A formal log should capture the subject, date, requester, reviewer, status, due date, response, and attachments.
Good documentation helps with:
- Avoiding duplicate questions.
- Tracking overdue decisions.
- Preserving the reason behind field changes.
- Supporting change orders when direction affects cost or schedule.
- Creating a clean closeout package.
Common mistakes
Avoid these habits:
- Sending a product approval as an RFI.
- Sending a design question as a submittal.
- Asking broad questions that cannot be answered clearly.
- Submitting incomplete product data.
- Letting informal comments replace the formal response.
- Failing to close answered RFIs.
The best construction teams keep questions, approvals, and change impacts separate but connected. That makes the record easier to search and easier to defend.
For a broader look at software that supports GC and subcontractor coordination, see the Conduit vs ServiceTitan comparison.