Mastering Construction Administration Correspondence: A Guide to RFIs, ASIs, COs, and More
Construction projects involve a multitude of moving parts—designers, contractors, owners, consultants, and suppliers—each contributing to the successful execution of the project. One of the most critical aspects that binds all these players together is construction administration correspondence. Clear, timely, and well-documented communication can make the difference between a smooth-running project and one riddled with delays, cost overruns, and disputes.
This article explores the major components of construction administration correspondence: Requests for Information (RFI), Architect’s Supplemental Instructions (ASI), Change Orders (CO), Progress Reports, Quality Control (QC) documentation, and the best practices for maintaining effective contractual communication.
1. Requests for Information (RFI)
What Is an RFI?
An RFI is a formal written request from the contractor to the design team (typically the architect or engineer) seeking clarification on the project documents, including drawings, specifications, or contractual ambiguities.
Why RFIs Matter
Without timely and accurate responses to RFIs, construction can grind to a halt. RFIs clarify:
- Conflicts between drawings
- Unclear material specifications
- Missing dimensions or details
- Construction method requirements
Best Practices for RFIs
- Be specific: Vague questions lead to vague answers.
- Include references: Note the specific drawing number or detail.
- Track responses: Maintain a log of submission and response dates.
- Respond promptly: Delayed answers can affect the critical path schedule.
2. Architect’s Supplemental Instructions (ASI)
What Is an ASI?
An ASI is a tool used by the architect to issue minor changes to the work that do not affect the contract price or project duration. These could include adjustments to finishes, repositioning of fixtures, or clarification of original documents.
When to Use an ASI
- Aesthetic modifications
- Minor layout corrections
- Clarification of design intent
- Non-cost-impact substitutions
Best Practices for ASIs
- Keep ASIs concise and clear
- Issue in writing with updated drawings or sketches
- Ensure all parties receive the ASI, including the contractor and owner
3. Change Orders (CO)
What Is a Change Order?
A Change Order is a formal document used to modify the original contract terms—either scope, price, or time. COs are often the result of unforeseen site conditions, design changes, owner-requested alterations, or errors and omissions in the contract documents.
The Impact of COs
Improperly managed COs are one of the leading causes of disputes. Each CO should be well-documented and agreed upon by all relevant parties before execution.
Best Practices for COs
- Document justification (e.g., site discovery, RFI responses)
- Estimate cost and schedule impact
- Get written approval before proceeding
- Maintain a CO log tracking cumulative changes
4. Progress Reports
What Are Progress Reports?
Progress Reports are periodic updates (often weekly or monthly) that document the construction team’s activities, accomplishments, and concerns. These are typically prepared by the general contractor or construction manager and shared with the owner, architect, and stakeholders.
What Should Be Included?
- Work completed and in progress
- Weather conditions
- Manpower levels
- Equipment on site
- Safety incidents
- Schedule adherence
- Photos of key milestones
Best Practices for Progress Reports
- Be consistent: Use the same format and frequency.
- Be objective: Report facts, not opinions.
- Include visuals: Photos and charts help tell the story.
- Highlight issues early: Transparency builds trust.
5. Quality Control (QC) Documentation
What Is QC Documentation?
QC documentation includes inspection reports, material test results, mock-up approvals, and field observations that verify compliance with project specifications. These documents are critical in ensuring that work is performed to the required standard.
Key Types of QC Documents
- Preconstruction submittals (e.g., mix designs, shop drawings)
- Inspection logs and checklists
- Non-conformance reports (NCRs)
- Test results (e.g., concrete slump, steel welds)
Best Practices for QC Documentation
- Ensure traceability: Tag materials and tests to specific areas of work.
- Follow a standard QC plan: Align with contract requirements.
- Keep everything organized: Use cloud-based document control when possible.
- Review regularly: Early detection of issues reduces rework and claims.
6. Best Practices for Construction Administration Correspondence
Effective construction administration correspondence is not just about paperwork—it’s about maintaining a clear, documented record of communication, decisions, and agreements. Here are some best practices to ensure your documentation works for you:
- Use Standard Templates: Standardized forms reduce errors and make documentation easier to track.
- Centralize Communication: Use tools like Procore, Buildertrend, or Autodesk Construction Cloud to consolidate correspondence.
- Maintain a Document Log: Track every RFI, CO, ASI, and report with submission dates and status.
- Be Timely: Define response timeframes in the contract and follow through.
- Use Clear and Professional Language: Correspondence should be factual, objective, and professional.
- Confirm Verbal Conversations in Writing: Always follow up verbal discussions with written confirmation.
- Archive Everything: Store all documentation securely for future reference or legal needs.
Conclusion
In the dynamic environment of construction, effective communication isn’t just a courtesy—it’s a necessity. Construction administration correspondence forms the backbone of coordination, quality, and contract compliance. Whether issuing an RFI, submitting a CO, or logging daily progress, each document contributes to the shared goal of delivering a successful project.
By mastering tools like RFIs, ASIs, Change Orders, Progress Reports, and QC documentation, and adhering to best practices, teams can reduce risk, avoid disputes, and enhance collaboration. In short, clear and consistent communication is not only good business—it’s essential construction management.
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