Writing RFIs From Your Steel Takeoff
A good pre-bid RFI asks one specific question, cites the exact sheet and detail, and proposes an answer the engineer can accept with one word. For steel estimators, most RFIs come straight out of the takeoff: a beam with no size, a schedule that disagrees with the plan, a "typ." that could mean three things, or misc metals nobody claims.
Most RFI advice is written for project managers during construction. The pre-bid estimator has a different problem. You have a bid date, the engineer has a dozen bidders asking questions, and anything you don't get answered becomes an assumption in your number. This guide covers when to send an RFI, when to exclude or qualify instead, the eight takeoff findings that most deserve one, and templates you can copy.
When should a steel estimator send a pre-bid RFI?
Send one when the answer changes your price or scope and you can't find it in the documents with reasonable effort. That's also close to how the AIA describes the purpose of its standard RFI form: the AIA G716 summary frames an RFI as a request for information that review of the documents or other reasonable research didn't turn up.
Good reasons to RFI:
- A member has no size anywhere in the set.
- Two sheets show different sizes for the same member.
- Scope is unclear and a large dollar amount depends on it.
- A spec section conflicts with the drawings.
- A detail is referenced but missing.
Bad reasons:
- You haven't finished reading the drawings.
- The answer is in the general notes or the spec.
- It's a means-and-methods question that's your call anyway.
Timing matters. Most bid documents set a cutoff for questions, often several days to a week before bid. Find out early. Questions sent after the cutoff usually go unanswered, and you're left to qualify.
If your takeoff is where most of these questions turn up, SteelFlo flags callouts it isn't sure about during review. Try it on your next bid set and start your RFI list from the flags instead of a second full pass of the drawings. The first 3 takeoffs are free.
Should you RFI, exclude, or qualify?
You have three tools for handling uncertainty in a bid. Use the right one.
| Tool | Use when | Example | Risk |
|---|---|---|---|
| RFI | The answer changes your price and there's time to get it | "Beam at grid C/4-5 has no size" | Answer may come late or not at all |
| Exclusion | The item is clearly outside your scope or you won't price it | "Excludes metal deck and shear studs" | GC may plug it against you |
| Qualification | You price it based on a stated assumption | "Assumes W16X26 for unlabeled beam at C/4-5, per adjacent bay" | You own the assumption if wrong |
A practical rule: RFI first, qualify if there's no answer by the bid, exclude only what you truly won't do. And put every open RFI into your scope letter as a qualification so nobody can say you priced something you didn't. Our steel bid scope letter guide shows how to word those.
The AISC Code of Standard Practice (ANSI/AISC 303-22) is the default reference for what's included in structural steel when the contract doesn't say otherwise. AISC notes that the 2022 edition supersedes the 2016 version. Before RFI-ing a scope question, check whether the Code already answers it, then cite the section in your question.
What are the 8 takeoff findings that deserve an RFI?
These are the issues that come up on almost every job. Each changes tonnage, piece count, or scope.
| # | Finding | Why it matters | Typical first check |
|---|---|---|---|
| 1 | Member shown with no size | Can't price it | Schedule, typical details, adjacent bays |
| 2 | Plan size disagrees with schedule | Tonnage swings | Revision clouds, which sheet is newer |
| 3 | Plan disagrees with section or detail | Wrong piece in the shop | Detail title and reference marks |
| 4 | "Typ." with unclear extent | Count could double | General notes, keyed notes |
| 5 | Mark in schedule with no plan location | Count unknown | Search all plans for the mark |
| 6 | Misc metals shown only on architectural sheets | Scope gap | Spec Division 05, scope of work |
| 7 | Connection design responsibility unclear | Engineering cost | Spec 05 12 00, general notes |
| 8 | Embeds, lintels, or anchor rods with no owner | Who supplies, who sets | Spec, concrete drawings, scope sheets |
1. Member with no size
You see a beam line on the framing plan and no label. Check the member schedule and typical details first. If the drawing uses marks instead of direct sizes, the size may be in a schedule table. Our post on schedule vs direct labels covers how the two systems work.
2. Plan vs schedule conflict
The plan says W18X35 and the beam schedule says W18X40 for the same mark. Weight matters here: on 40 pieces at 30 ft, the 5 lb/ft difference is 6,000 lb, or 3 tons.
3. Plan vs detail conflict
A section cut shows a different size or a channel where the plan shows a W shape. The detail might be old, or the plan might be.
4. Ambiguous "typ."
"W12X26 TYP." on one bay. Does it mean every bay on this floor? This framing line only? All floors? See our steel abbreviations guide for how "TYP." and similar notes are normally used, then ask when the extent isn't clear.
5. Orphan marks
A schedule lists mark B7 but you can't find B7 on any plan. Either it was deleted or it's on a sheet you don't have.
6. Misc metals on architectural sheets
Stair stringers, guardrails, ladders and lintels often appear only on architectural drawings. If the scope of work doesn't say who carries them, ask.
7. Connection design
If the notes say connections are to be designed by the fabricator but the spec is silent on loads, ask for reactions or the design basis. You can't price connection engineering without it.
8. Embeds and anchor rods
Who supplies them, who installs them, and who surveys them? These cross trade lines and are easy to double-count or miss.
How do you write an RFI the engineer will answer fast?
Engineers answer short, clear RFIs first. A few rules:
- One question per RFI. Five questions in one form get the easiest one answered.
- Cite exact locations. Sheet, grid, detail number, schedule mark. "S-201, grid C/4-5" not "the second floor."
- Quote what you see. "Plan shows W18X35; schedule on S-501 shows W18X40 for mark B12."
- Propose an answer. "Please confirm W18X40 governs." The engineer can reply "Confirmed" in one word.
- Say what it affects. "Affects 40 pieces." The engineer prioritizes questions with bigger impact.
- Attach a marked-up snip. A cropped image with a cloud around the problem saves the engineer opening the set.
- Ask for an answer by a date. Tie it to the bid date.
The AIA G716 instructions lay out a standard structure: to and from, project, issue date, requested reply date, description, references and attachments, sender's recommendation, and receiver's response. The G716 also states that neither the request nor the response authorizes work that increases cost or time. That's worth remembering: an RFI answer isn't a change order.
Copy-paste RFI templates for steel
Adjust these to your project. Each follows the G716-style structure: description, reference, recommendation.
Template 1: Missing member size
- RFI #: 001
- Reference: Sheet S-201, framing line at grid C between 4 and 5
- Question: The beam at grid C/4-5 on the second floor framing plan has no size label. No mark or schedule reference is shown.
- Recommendation: Please confirm W16X26 to match adjacent beams at grid C/3-4 and C/5-6.
- Impact: 1 piece per floor, floors 2 through 4 (3 pieces).
- Reply requested by: [date, at least 3 days before bid]
Template 2: Plan vs schedule conflict
- Reference: Sheet S-202 (plan) and S-501 (beam schedule), mark B12
- Question: S-202 shows mark B12 as W18X35. The beam schedule on S-501 lists B12 as W18X40.
- Recommendation: Please confirm which governs. We will price W18X40 unless directed otherwise.
- Impact: 40 pieces, approximately 3 tons.
Template 3: Ambiguous "typical"
- Reference: Sheet S-203, note "W12X26 TYP." at roof framing bay A-B/1-2
- Question: Please confirm whether "TYP." applies to all infill beams on the roof plan, or only to bay A-B/1-2.
- Recommendation: We assume it applies to all roof infill beams not otherwise labeled.
Template 4: Misc metals scope
- Reference: Sheets A-501, A-502 (stair sections); Spec 05 50 00
- Question: Stair stringers, landings, and guardrails are shown on architectural drawings. Please confirm whether these are in the structural steel package or a separate misc metals package.
- Recommendation: We will exclude stairs and rails from the structural steel bid unless directed otherwise.
Template 5: Connection design basis
- Reference: General Note 12, Sheet S-001; Spec 05 12 00
- Question: Connections are noted as designed by the fabricator. Please provide beam end reactions, or confirm that connections are to be designed for a percentage of uniform load capacity, and state the percentage.
Template 6: Missing detail
- Reference: Sheet S-301, section cut 7/S-502
- Question: Detail 7 on S-502 is referenced but not included in the bid set. Please issue the detail.
How do you track RFIs into your scope letter?
Keep a simple RFI log during the bid:
| RFI # | Sheet / location | Question (short) | Sent | Answered | Answer | Priced as |
|---|---|---|---|---|---|---|
| 001 | S-201 C/4-5 | Missing size | 1/10 | 1/13 | W16X26 confirmed | W16X26 |
| 002 | S-202 / S-501 B12 | Plan vs schedule | 1/10 | Not answered | — | W18X40 (qualified) |
| 003 | A-501 stairs | Misc scope | 1/11 | 1/14 | By misc metals sub | Excluded |
On bid day, every unanswered RFI becomes a qualification in the scope letter, worded the way you priced it: "RFI 002 unanswered at bid time. Mark B12 priced as W18X40 per S-501."
Watch for addenda. If an RFI answer comes as an addendum, make sure the change carries into your takeoff. Our post on drawing revisions in steel estimating covers how to track changes between sets.
How can takeoff tools help you find RFI items?
The fastest way to build an RFI list is during the takeoff, not after. As you count, note every member you can't size and every conflict you notice. Tools that flag uncertain items save you a second pass.
In SteelFlo's steel takeoff software, you upload the drawing set and review each boxed member label on every page. Callouts the software isn't sure about are flagged for your review, so the questionable ones are grouped instead of scattered across 40 sheets. Each box points to a spot on the drawing, which makes the "Reference" line of your RFI easy to fill in. You still decide what's an RFI and what's a qualification; that judgment stays with you.
Frequently Asked Questions
What should a pre-bid RFI include?
It should include the sheet and location, a clear description of what you see, your proposed answer, the impact, and a requested reply date. Keep it to one question per RFI. A marked-up snip of the drawing helps a lot.
How do you write an RFI in construction?
State the question in one or two sentences, cite the exact drawing location, propose an answer, and ask for a reply by a set date. Standard forms like AIA G716 give a structure: description, references, sender's recommendation and response.
What's the difference between an RFI and a qualification?
An RFI asks the designer to answer a question before you bid. A qualification states the assumption you priced when you didn't get an answer. Use RFIs first, then qualify anything still open at bid time.
Does an RFI response change the contract price?
Not by itself. The AIA G716 states that neither the request nor the response authorizes work that increases cost or time. Price changes need a change order or addendum.
How many RFIs is too many on a bid?
There's no fixed number, but each RFI should change price or scope. If you're sending dozens, group the small ones and check whether the general notes or spec already answer them.
Bottom line
The best pre-bid RFIs come from a careful takeoff: specific, cited, with a proposed answer. Send them early, log them, and turn every open one into a clear qualification. If finding the questionable callouts is what eats your time, run the set through SteelFlo and start your RFI list from the review flags.