Stop Letting Project Questions Drift: Run an RFI Decision Register

A builder asks which level governs. An engineer needs the latest architectural plan. A consultant replies by phone, but nobody records whether the answer changes scope. Each message looks small until the unanswered question delays work or the informal answer becomes disputed.

A capable developer does not confuse communication with control. A request for information, or RFI, needs a clear question, owner, due date, response and decision pathway appropriate to the contract and project.

Use the CLEAR register

1. Context: identify the drawing, clause, location, revision and issue.
2. Leading question: ask one answerable question and state when information is needed.
3. Effect: flag possible safety, approval, cost, programme, quality or scope consequences without inventing certainty.
4. Authority: name who may advise, decide and issue a contractual direction.
5. Record: capture the response, attachments, date, status and links to any variation or updated document.

Australian Government contract guidance recommends clear written responsibilities, deliverables, timeframes and dispute processes. Risk guidance supports assigning responsibility and monitoring controls. QBCC quote guidance also highlights scope, materials, conditions and timing.

A clearly labelled hypothetical

The civil drawing shows one finished level and the landscape plan another. The RFI records both revisions, the affected area and the date an answer is required. The design lead coordinates advice; the authorised contract representative issues any direction. Cost and programme effects are assessed separately. The register then links the closed question to superseding documents.

Do not let the register become a second inbox

Review open RFIs at a fixed cadence. Sort them by required-on-site date and consequence, not only age. Reject vague entries such as “please confirm”. Close duplicates, record superseded answers and escalate overdue high-impact questions under the agreed process.

An RFI response is not automatically approval to vary work or cost. Follow the contract, statutory approvals and professional responsibilities. Use the architect, engineer, certifier, superintendent, contract administrator, lawyer and other specialists within defined roles.

The Think Property Club System creates one source of truth. Specialists answer within their competence, and Support helps maintain disciplined communication when delivery pressure rises.

Your next action

Gather every open question from email, messages and meeting minutes. Give each a unique number, precise question, consequence, decision owner and required date.

Key Takeaway

A project question is controlled only when the right person can answer it, the authorised person can act on it and the record follows the decision.

Your Turn

Which unanswered question could stop work first, and does your register show who must resolve it?

Continue learning

• Construction variation control
• Builder pre-start review

Sources and boundaries

1. Australian Government, Prepare a contract (current page; accessed 8 September 2026)
2. Australian Government, Make a risk management plan (current page; accessed 8 September 2026)
3. Queensland Building and Construction Commission, Seeking and comparing quotes (current page; accessed 8 September 2026)

This article is general education, not personalised planning, legal, financial, tax or building advice. Requirements and outcomes vary by jurisdiction, site, contract, structure and circumstances. Check current information with the relevant authority and appropriately qualified advisers.