The Documents of a Construction PM: RFIs, RFCs, Change Orders

When you think of a construction project manager (aka a construction PM), you might picture someone walking a jobsite with a clipboard, phone in hand, calling out directions.

But what many don’t see is the flood of documentation happening behind the scenes — the emails, logs, forms and approvals that make the entire operation run.

In the world of construction, paperwork isn’t just red tape.

It’s a necessary system of checks and balances that protects the project timeline, the budget and the build itself.

And for project managers, three of the most critical documents they’ll handle are Requests for Information (RFIs), Requests for Change (RFCs) and change orders.

According to a report by McKinsey & Company, large construction projects typically take 20% longer to finish than scheduled and are up to 80% over budget.

Construction PMs use RFIs, RFCs, and change orders to control scope, schedule, and cost across changing site conditions.

Effective documentation management, including RFIs, RFCs and Change Orders, is crucial to mitigate these risks.

Let’s take a closer look at what each of these documents does — and why they’re so essential to the job of construction project management.

Key Takeaways for Construction Project Managers:

• RFIs ensure clarity in project plans, preventing delays and costly mistakes on site.
• RFCs serve as an early warning for scope changes, helping PMs proactively assess impacts on schedule and budget.
• Change Orders formalize scope, cost and schedule adjustments, crucial for financial control and project transparency.
• Effective documentation management, especially with construction project management software, is vital for project control and success.

Building with Questions: Requests for Information (RFIs)

RFIs formalize questions about drawings and specs to remove ambiguity and prevent delay, rework and safety risk.

When a subcontractor or field crew runs into something unclear — maybe a vague note on a blueprint or a missing measurement — they submit an RFI to the design team or general contractor for clarification.

This might sound simple, but RFIs can pile up quickly on complex construction projects.

And every unanswered question has the potential to cause project delays, costly rework or even safety hazards if assumptions are made in the field.

That’s why logging and tracking RFIs is a major part of a construction PM’s responsibilities.

A well-managed RFI process helps ensure:

• Prompt answers from designers or architects, preventing construction delays
• A clear audit trail of communication for accountability and dispute resolution
• Less guesswork and fewer mistakes on site, leading to higher construction quality

In short, RFI management prevents construction delays through design clarification.

They are a cornerstone of project management, construction communication and risk management on a jobsite.

Planning for the Unexpected: Request for Change (RFCs)

RFCs propose scope modifications and forecast cost and schedule impact so PMs can evaluate options before approval.

Construction is unpredictable by nature — unforeseen site conditions, owner preferences, weather delays, material shortages or design changes.

When something alters the original scope of work, an RFC is typically the first step to formally acknowledge that change.

RFCs often come from subcontractors or field supervisors who spot the issue and propose a solution.

These documents explain why the change is needed, how it will impact the project schedule or project budget, and what resources are required to implement it.

Project managers in the construction industry are responsible for:

• Reviewing the RFC and confirming its validity and necessity
• Estimating cost and time implications of the proposed change
• Communicating the request to the owner or design team for approval

Not every RFC leads to a change order, but every change order should start with an RFC.

This makes the RFC a critical early warning system — helping the project team plan ahead instead of scrambling to react.

It’s a key component of construction project management and proactive project control.

Making It Official: Change Orders

Change orders authorize approved changes and update contract value and time, creating a binding record for payment.

Once an RFC is reviewed and approved, the change order lays out the specifics: what’s changing in the scope of work, how much it will cost and how it affects the project timeline and contract terms.

For construction project managers, change orders are part financial control, part risk management and part contract administration. Change order processes protect project profitability via scope control.

When not handled correctly, they can derail budgets, cause conflict with clients or leave teams scrambling to meet new deadlines.

But when change orders are well-documented and properly communicated, they help everyone stay on the same page and maintain project transparency.

Effective change order management includes:

• Clear descriptions of the change in scope, ensuring no ambiguity
• Up-to-date cost breakdowns and pricing adjustments
• Adjustments to the project schedule or milestones
• Signed approval from all key parties, including the owner, contractor and relevant stakeholders

Change orders don’t have to be the enemy.

With the right process in place, they’re just another tool to keep the build aligned with reality and ensure project success.

They are integral to managing scope creep and protecting profitability in construction.

Clarity and Control in Construction Projects

Linked RFI→RFC→CO workflows create a documented chain of decisions that reduces risk and improves outcomes.

RFIs, RFCs and Change Orders give project managers in construction the tools to communicate, document decisions and protect the project — all while juggling crews, schedules and costs.

In a perfect world, plans would never change. But in construction, agility is a necessity. These documents help ensure that changes don’t lead to chaos.

They bring structure to the unknown, and they help construction teams respond faster, smarter and with less risk, ultimately contributing to improved project outcomes.

See How Construction PM Software Supports the Process

Construction PM software centralizes logs, routes approvals, and timestamps decisions for an audit-ready trail.

By effectively managing these critical documents, construction project managers are empowered to maintain control, minimize risks and ensure successful project delivery.

However, managing documentation manually — through spreadsheets, email chains, or disconnected tools — makes it harder to keep track of approvals, hold team members accountable and keep up with constant changes.

This can lead to significant inefficiencies and errors.

That’s why more construction teams are turning to ProjectHQ®, an all-in-one construction project management solution that streamlines RFIs, RFCs and change orders from start to finish.

With everything in one place, construction PMs can keep their project documentation organized, accessible, and up to date — so they can spend less time chasing down signatures and more time keeping construction projects on track.

Ready to simplify your construction documentation process? Let’s talk about how ProjectHQ can help you manage the paperwork behind every successful construction project.