RFI Log Template for Google Sheets

This is a Google Sheets Template to track RFI Log for any project, whether in construction, software, or any other fields. It’s a free download file. Instant download RFI Lg Template.

Keep Track of All Your RFIs in One Place

Managing Requests for Information (RFIs) on your projects doesn’t have to be complicated. Our RFI Log Template for Google Sheets gives you a simple, organized way to track every question, response, and deadline in one convenient location.

What is an RFI?

An RFI (Request for Information) is a formal, written request used in projects when one party needs additional information, clarification, or documentation from another party. RFIs are particularly common in construction, engineering, software development, and other complex projects where multiple stakeholders collaborate.

What’s Included in this RFI Log Template?

This RFI Log Google Sheets template basically contains two main parts: 1. Menu & Dashboard, 2. Log Tracker

1. Menu & Dashboard Section

Start with a bird’s-eye view of your project’s RFI status:

• Customizable Dropdown Menus – Set up your own options for Status, Specification Sections, and Employees

• Quick Status Counter – See total, open, and closed RFIs at a glance
• Visual Progress Tracking – Two dynamic charts show your current RFI status and upcoming deadlines
• Due Date Warnings – Get visual alerts for RFIs approaching their deadlines

2. Log Tracker Section

All your RFI details organized in an easy-to-read table:

• Status Tracking – Monitor whether RFIs are open, closed, or in review
• RFI Numbering – Keep a sequential record of all requests
• Date Management – Track when requests were received and when responses are due
• Project Organization – Categorize by specification section and responsible employee

• Complete Documentation – Record the question, potential impacts, and proposed solutions
• Follow-up Information – Note closure dates and additional comments
• Automatic Deadline Alerts – Color-coded warnings when due dates are approaching

Why You’ll Love It?

• Ready to Use – No complicated setup, just copy and start tracking
• Saves Time – Stop hunting through emails for RFI information
• Improves Communication – Everyone can see the status of each request
• Prevents Delays – Due date warnings help you prioritize urgent items
• Works Anywhere – Access your log from any device with Google Sheets

Perfect For

• Construction project managers
• Design teams
• Contractors and subcontractors
• Project coordinators
• Anyone managing a project with multiple information requests

Purpose of RFI Logs

An RFI log is a centralized tracking system that serves several important purposes:

• Documentation: Creates a permanent record of all questions asked and answers provided
• Accountability: Establishes who requested information and who is responsible for responding
• Timeline Management: Tracks when requests were made and when responses are due
• Issue Tracking: Helps identify recurring problems or areas needing clarification
• Project History: Provides a chronological record of information exchanges
• Risk Management: Highlights potential impacts of unresolved questions

Typical RFI Process

Identification: Team member identifies need for clarification or additional information

1. Documentation: Question is formally documented in an RFI form
2. Submission: RFI is sent to the appropriate party (client, architect, contractor, etc.)
3. Logging: RFI is entered into the RFI log with tracking number and details
4. Review: Receiving party reviews the request
5. Response: Answer is provided and documented
6. Distribution: Response is shared with relevant team members
7. Closure: RFI is marked as closed in the log

Benefits of Using an RFI Log Template

• Standardization: Ensures consistent documentation across all information requests
• Efficiency: Reduces time spent searching for information or tracking status
• Transparency: Provides visibility into outstanding questions and response times
• Reporting: Enables analysis of response times and common issue areas
• Continuity: Maintains project knowledge even if team members change
• Dispute Prevention: Reduces misunderstandings and provides evidence if disagreements arise

Common Fields in RFI Logs

RFI Number: Unique identifier for each request

Date Submitted: When the request was made

Requesting Party: Person or organization asking the question

Description: The question or clarification needed

Due Date: When a response is expected

Status: Current state (open, under review, closed, etc.)

Responsible Party: Who needs to provide the answer

Response: The answer provided

Date Closed: When the RFI was resolved

Impact Assessment: Potential effects on schedule, cost, or design

Best Practices for RFI Management

• Number Sequentially: Use a consistent numbering system
• Set Clear Deadlines: Establish reasonable timeframes for responses
• Review Regularly: Schedule time to discuss open RFIs in project meetings
• Update Promptly: Keep the log current as statuses change
• Analyze Trends: Look for patterns in RFIs to identify areas needing improvement
• Link to Documents: Reference relevant drawings, specifications, or contracts
• Follow Up: Don’t let RFIs languish without responses

By using a well-designed RFI log template like yours, project teams can streamline communication, reduce delays, and maintain better documentation throughout the project lifecycle.