Build · free template

Site RFI Form

Site query to the design team: the drawing and detail in question, what is unclear, the work it holds up, a proposed answer and the date needed by.

A ready-to-use construction form for small teams who need a reliable intake process: 23 questions, 2 pages, 4 conditional rules.

Questions
23
Pages
2
Layouts
classic
Time to complete
≈ 7 min
Conditional rules
4
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Searches this template answers

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — The query

What needs clarifying, and where?

Have you proposed an answer?
Was this query raised before?

Attach a file — the size limit is shown below.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Site RFI Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in construction.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 23 questions across 2 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 14 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It captures a phone number for urgent follow-up.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Site RFI Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

  • Features conditional validation: if “Is work stopped because of this query?” is Yes, the crew is standing, “Operatives affected” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Do you expect this to change cost or programme?” is Yes, “Likely effect on cost or programme” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Have you proposed an answer?” is Yes, “Your proposed answer” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Was this query raised before?” is Yes, “Previous RFI reference” becomes mandatory before the form can be sent.
  • All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

An unanswered site query becomes a delay, and an undated one becomes an argument about who caused it. This form makes both visible. The first page identifies the query: job number, phase and area, the trade waiting, the drawing number and revision, the detail or grid reference, and the specification clause if one is involved. Then the question itself, written as a question rather than a complaint, and — the field that speeds answers most — the site team's proposed answer, because a designer confirming a sensible suggestion is far quicker than a designer starting from scratch. The second page is the consequence: what work is held up, whether the crew is standing or working elsewhere, the date an answer is needed to avoid delay, and what happens if it arrives later. It records who the query goes to and asks whether a change in cost or programme is likely, so the commercial team sees it coming before a change order lands. Whether the eventual answer counts as a variation depends on the contract, which is why cost is flagged rather than claimed.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — The query

  • Job numberrequired
  • Phase or arearequired
  • Trade waitingrequired
  • Drawing number and revisionrequired
  • Detail or grid reference
  • Specification clause
  • The questionrequired
  • Have you proposed an answer?required
  • Your proposed answer
  • Was this query raised before?required
  • Previous RFI reference
  • Attach markup, photo or sketch

Page 2 — Urgency and effect

  • Work held up by this queryrequired
  • Is work stopped because of this query?required
  • Operatives affected
  • Answer needed byrequired
  • What happens if the answer is later than that
  • Do you expect this to change cost or programme?required
  • Likely effect on cost or programme
  • Sent torequired
  • Raised byrequired
  • Site contact number
  • Date raisedrequired

23 questions in total.

Example of a completed RFI request for information form

Shows how a site query might be raised and tied to the drawing and work it is holding up.

Job number
J-8810
Phase or area
Block C, level 3
Trade waiting
Mechanical
Drawing number and revision
M-210 Rev B
The question
Duct routing clashes with the structural beam shown on S-330; please confirm which drawing takes precedence
Is work stopped because of this query?
Yes
Operatives affected
4
Answer needed by
2026-03-20

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Is work stopped because of this query?”

  • Makes answers required

    If “Is work stopped because of this query?” is Yes, the crew is standing, “Operatives affected” becomes required before the form can be submitted.

Driven by “Do you expect this to change cost or programme?”

  • Makes answers required

    If “Do you expect this to change cost or programme?” is Yes, “Likely effect on cost or programme” becomes required before the form can be submitted.

Driven by “Have you proposed an answer?”

  • Makes answers required

    If “Have you proposed an answer?” is Yes, “Your proposed answer” becomes required before the form can be submitted.

Driven by “Was this query raised before?”

  • Makes answers required

    If “Was this query raised before?” is Yes, “Previous RFI reference” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Number every query

    Use the submission reference as the RFI number so site, design and commercial all cite the same identifier in every email.

  2. 2

    Always propose an answer

    Queries with a suggested answer come back several times faster, because the designer is confirming rather than designing.

  3. 3

    Report on the 'needed by' dates

    An open list sorted by required date is the clearest picture of design risk on any live job.

  4. 4

    Copy the commercial team

    Route anything flagged as likely to change cost so a change order is expected rather than a surprise.

Mistakes to avoid

  • Raising queries by phone, leaving no dated record when a delay is later disputed.
  • Writing a complaint instead of a question, which produces a defensive reply and no decision.
  • Omitting the drawing revision, so the answer is given against a superseded detail.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Keep one RFI log per job number with dates raised and answered, chase anything past its needed-by date, and turn answered queries that add work into change orders.

Works in this layout

Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the site rfi form, matched on the words people actually search for.

Frequently asked questions

How is this different from a change order?

An RFI asks a question. A change order prices work that has changed. Many change orders start as an RFI answer, which is why the reference carries across.

Who should answer it?

Whoever owns the design element: architect, engineer or client. The form asks who it was sent to so an unanswered query has a name against it.

Does raising one entitle us to time?

Not by itself. Entitlement depends on your contract and notices; the form provides the dated facts the commercial team needs.

Can subcontractors raise queries directly?

Yes, and it is better than a verbal question, as long as they go through the same log so nothing is answered twice differently.

Is the Site RFI Form template free to use?

Yes. You can preview and test Site RFI Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Site RFI Form template ask for?

It asks 23 questions across 2 pages, 14 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Site RFI Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this construction form work?

4 conditional rules ship with the template: Features conditional validation: if “Is work stopped because of this query?” is Yes, the crew is standing, “Operatives affected” becomes mandatory before the form can be sent. Features conditional validation: if “Do you expect this to change cost or programme?” is Yes, “Likely effect on cost or programme” becomes mandatory before the form can be sent. Features conditional validation: if “Have you proposed an answer?” is Yes, “Your proposed answer” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Site RFI Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Site RFI Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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