What is the difference between an RFI and a submittal?
An RFI (request for information) is a question. Someone on the project cannot proceed because a drawing, specification or instruction is unclear, conflicting or missing, so they ask the design team to clarify. See the glossary entry on request for information.
A submittal is a proposal. The contractor presents a material, product, shop drawing, sample or method statement for the consultant to review and approve before it is used. See material submittal.
The easiest test: if you are asking "what do you want?", it is an RFI. If you are saying "this is what we intend to use, please approve", it is a submittal.
RFI vs submittal at a glance
| RFI | Submittal | |
|---|---|---|
| Purpose | Clarify unclear or conflicting information | Obtain approval of proposed material, product, drawing or method |
| Who usually initiates | Contractor, subcontractor or sometimes the consultant | Contractor or subcontractor |
| Who usually answers | Designer or consultant | Consultant, with input from the designer and client where needed |
| Typical output | A written answer, sometimes a revised drawing | Approved, approved as noted, revise and resubmit, or rejected |
| Typical contract effect | A response may or may not change scope; if it does, it can lead to a variation | Approval does not normally relieve the contractor of contract obligations |
| Typical timing risk | Work waiting for the answer | Procurement waiting for approval |
Contracts differ, so check how yours treats responses and approvals, including any response periods and review stamps.
What does ball-in-court mean?
Ball-in-court is a tracking concept: it shows the person or company currently responsible for the next action on an open item. When a contractor sends an RFI, the ball is in the consultant's court. When the consultant answers and asks for a clarification, the ball returns. On a submittal, the ball moves between the subcontractor, the contractor's document controller, the consultant and sometimes the client.
Ball-in-court makes delays visible. If an item has been open for 14 days, the useful question is "whose court has it been in, and for how many of those days?" It also supports fair discussion of responsibility for delay, since time with the reviewer and time with the contractor can be separated.
When should you raise an RFI instead of a submittal?
Raise an RFI when:
- Drawings conflict with each other or with the specification.
- Dimensions, levels or details are missing.
- Site conditions differ from the documents.
- You need a decision, such as a finish choice that was left open.
- You want written confirmation of a verbal instruction.
Raise a submittal when:
- The specification requires approval of a material or product before purchase.
- You are proposing an alternative that the specification allows.
- Shop drawings, calculations or samples are required.
- A method statement or test procedure needs consultant approval.
If an RFI answer changes the work, treat the consequences carefully: it may be a variation. See variation orders and how to manage them.
How do you write a good RFI?
- One question per RFI, so each can be answered and closed independently.
- Quote the drawing number, revision, specification clause and location.
- Attach a sketch or photo showing the conflict.
- State your proposed solution if you have one, and the date you need the answer.
- Say what it affects, such as an activity or a procurement date, so the priority is clear.
Slow responses are often caused by unclear questions. For tactics, read reducing RFI response time and how digital RFIs reduce delays.
How do you run a submittal well?
- Build a submittal register early, linked to the programme so long-lead items are reviewed first.
- Submit complete packages with the data the specification asks for.
- Track revisions and resubmissions so the latest status is visible.
- Do not order materials before approval unless you accept the risk.
The full process is covered in construction submittals workflow explained.
How does Arkan track RFIs and submittals?
Arkan is construction management software, not an ERP. The RFI module records each RFI with priority, due date and a "Ball In Court" field, supports internal workflows or sending externally to a contact, tracks days held, and keeps responses with an official-response flag. The Submittals module provides submittal plans and types, a follow-up dashboard and document requests with status tracking. See RFI Management and Submittals, or book a demo.