Project Operations: Requests for Information (RFIs) report template

  • Updated on Apr 9, 2026
  • Published on Apr 2, 2026
  • 7 minute(s) read
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Overview

The Project Operations: Requests for Information (RFIs) report provides key RFI information, allowing you to monitor the status and timelines of RFIs. You can also use this report to understand potential cost and schedule impacts and gain insight into project-associated RFIs. 

Who uses this feature

  • Project managers (PMs), Construction Executives

  • Primarily for Residential Construction and Commercial Construction business types

Feature configuration

  • Account configuration is required to use this feature. Please contact Technical Support for details.

  • The ability to create custom reports depends on the ServiceTitan package your company is subscribed to. If you don’t have the option to create a custom report, it may not be included in your package. Contact for details.

Things to know

  • Each row in the report represents a single RFI.

  • If you're unsure which columns you want to include in your report, use the Reporting Dictionary to search for appropriate data fields.

  • You can use this template to create as many custom reports as you need. Each report created from the template is independent and can be run or scheduled without needing to recreate it from the original template.

  • Schedule the Project Operations: Requests for Information (RFIs) report to run automatically at regular intervals (e.g., weekly or bi-weekly). Regularly reviewing open and overdue RFIs helps project teams stay ahead of potential delays and maintain clear communication across stakeholders.

Top Report Use Cases and Best Practices

Role

Use Case

Best Practice

Data fields involved

Project Manager

Stay Ahead of Overdue RFIs Across My Jobs. Protect schedule and margin by driving late RFIs to resolution.

Use the report to surface RFIs that are open and past due so you can push for responses:

  • Filter RFI--Status (Options) to exclude Closed so you only see open RFIs.

  • Filter RFI--Overdue (Y/N) to Y and sort by RFI--Days Overdue (#) in descending order to focus on the most overdue items first.

  • Use RFI--Schedule Impact (Yes/No) and RFI--Cost Impact (Yes/No) to prioritize RFIs that could delay work or require change orders.

  • Review RFI--Due Date, Project Name, and Project Manager to decide which RFIs to escalate in coordination meetings with the general contractor (GC), owner, or design team.

  • Track progress by revisiting this list regularly and confirming that overdue, high-impact RFIs are either answered or have an agreed interim plan.

  • RFI--Status (Options)

  • RFI--Overdue (Y/N)

  • RFI--Days Overdue (#)

  • RFI--Due Date

  • RFI--Schedule Impact (Yes/No)

  • RFI--Cost Impact (Yes/No)

  • RFI--Subject

  • Project Name

  • Project Manager

  • Project Status

Project Manager

Coach Teams on RFI Creation and Usage. Understand who is creating RFIs and whether the field and office are using the tool consistently.

Review recent RFIs to understand how different teams are using the system:

  • Filter RFI--Created Date to a recent period (for example, the last 30–90 days).

  • Group or sort by RFI--Created By and RFI--Created In Field/Office to see whether RFIs are primarily initiated by office staff, field staff, or a mix.

  • Cross-check Project Name, Project Business Unit, Project Manager, and Customer Name to spot projects or groups where design or coordination questions are not being captured as RFIs.

  • Use these insights in PM and foreman coaching conversations to clarify when and how RFIs should be created, and to recognize teams that consistently document questions through the system.

  • RFI--Created Date

  • RFI--Created By

  • RFI--Created In Field/Office

  • Project Name

  • Project Business Unit

  • Project Manager

  • Customer Name

Project Manager

Monitor RFIs with Cost or Schedule Impact as Early-Warning Signs. Use RFI data to anticipate change orders and schedule risk before they materialize.

Use the impact flags on RFIs to build an early-warning view of potential changes and delays:

  • Filter Project Status to in-progress statuses so you focus on active jobs.

  • Filter RFI--Cost Impact (Yes/No) or RFI--Schedule Impact (Yes/No) to Yes to see RFIs that are expected to affect cost or schedule.

  • Sort by RFI--Created Date and RFI--Status (Options) to find older, still-open RFIs with impact flags that have not been resolved.

  • Review RFI--Subject and associated project dates (Project--Planned Start Date (Date), Project--Planned Completion Date (Date)) to understand how timing of the open question aligns with upcoming work.

  • Use this list to coordinate with your internal team and the GC/owner, and to pre-plan potential change orders or schedule adjustments if the responses confirm the expected impact.

  • RFI--Cost Impact (Yes/No)

  • RFI--Schedule Impact (Yes/No)

  • RFI--Status (Options)

  • RFI--Created Date

  • RFI--Due Date

  • RFI--Subject

  • Project Status

  • Project--Planned Start Date (Date)

  • Project--Planned Completion Date (Date)

  • Project Name

  • Project Manager

Construction Executive

Measure RFI Cycle Times by PM, Business Unit, and Customer. Benchmark how quickly RFIs move from question to answer across the organization

Use closed RFIs to compare how quickly different teams and customers resolve questions:

  • Filter RFI--Status (Options) to Closed so you analyze only fully resolved RFIs.

  • Review RFI--Days To Close (#) grouped by Project Manager, Project Business Unit, and Customer Name.

  • Look for patterns where certain PMs, BUs, or customers consistently have higher Days To Close, indicating process gaps, staffing constraints, or external approval friction.

  • Pay particular attention to RFIs with RFI--Schedule Impact (Yes/No) = Yes when comparing cycle times, as delays there are more likely to affect the project timeline.

  • Use these findings in PM one-on-ones, BU reviews, and customer strategy discussions to share best practices from top performers and identify where additional support or different contract strategies are needed.

  • RFI--Status (Options)

  • RFI--Days To Close (#)

  • RFI--Created Date

  • RFI--Closed Date

  • RFI--Schedule Impact (Yes/No)

  • Project Manager

  • Project Business Unit

  • Customer Name

Construction Executive

Identify Projects with High RFI Volume and Impact. Spot jobs where design or coordination risk is concentrated.

Use RFI volume and impact flags to find projects that may need additional coordination or executive attention:

  • Filter Project Status to in-progress statuses to focus on active work.

  • Group RFIs by Project Name or Project Number and review counts of RFIs overall and counts where RFI--Cost Impact (Yes/No) or RFI--Schedule Impact (Yes/No) is Yes.

  • Within those high-volume or high-impact projects, review the mix of RFI--Status (Options) and RFI--Overdue (Y/N) to understand whether questions are being answered promptly.

  • Combine this view with Project Health and key dates such as Project--Planned Completion Date (Date)  to decide which projects to place on an executive watch list and where to join coordination meetings or customer conversations.

  • RFI--Number

  • RFI--Cost Impact (Yes/No)

  • RFI--Schedule Impact (Yes/No)

  • RFI--Status (Options)

  • RFI--Overdue (Y/N)

  • Project Name

  • Project Number

  • Project Status

  • Project Health

  • Project--Planned Completion Date (Date)

Construction Executive

Understand RFI Volume and Complexity by Project Type and Customer. Use RFI data to inform estimating, staffing, and contracting strategy.

Analyze historical RFIs to understand typical volume and complexity for different segments of your work:

  • Filter RFI--Created Date to a longer lookback window (for example, the last 6–12 months).

  • Use RFI--Number as the atomic unit and count RFIs by Project Type, Project Business Unit, and Customer Name.

  • Within each segment, review the share of RFIs with RFI--Cost Impact (Yes/No) = Yes or RFI--Schedule Impact (Yes/No) = Yes, and the average RFI--Days To Close (#).

  • Use these insights to adjust estimating assumptions, staffing plans, and contract language (for example, expected RFI volume, response times, or contingencies) for specific project types and customers.

  • RFI--Number

  • RFI--Created Date

  • RFI--Days To Close (#)

  • RFI--Cost Impact (Yes/No)

  • RFI--Schedule Impact (Yes/No)

  • Project Type

  • Project Business Unit

  • Customer Name

  • Customer Type

Create a Project Operations: Requests for Information (RFIs) report

Follow the steps to create a custom report based on the template and select the columns to include in your report. You only need to create the report once. After it's created, you can share it with others who may need to access the information in the report, edit report columns, and more. 

Report data fields

  • RFI Details: Information about the RFI. Examples: RFI-Status, RFI-Due Date, RFI-Created By

  • Project Details: Additional information about the project. Examples: Project Status, Project Planned Completion Date, Project Manager

  • Customer Details: Additional information about the customer. Examples: Customer Name, Customer Address

  • Location Details: Additional information about the location. Examples: Location Name, Location Address

For detailed descriptions of the data fields, please refer to the Reporting Dictionary.

Tip: Hover over the name of the column to see a short description.

Report filters

You can use filters to set the scope of the report before running it, so you only see the results you want in the report. 

  • RFI Status: Filters the report based on the current submission status of each RFI. Options include: Draft, Sent, Responded, and Closed. You can select one or multiple options to view RFIs at specific stages of progress, for example, to focus on open items needing responses or review only closed RFIs for project documentation.

  • RFI Created From Date – To Date: Defines the date range for when RFIs were created. Only RFIs with a Created Date that falls within the selected range will appear in the report. Use this filter to narrow results to RFIs initiated during a specific time period (e.g., this month, this quarter, this fiscal year).

  • Project Status: Use this filter to include only projects with specific statuses. Options include: Bid, Canceled, Completed, Hold, In Progress, Pending Scheduling, and Scheduled. You can select one or multiple options to narrow the report results based on the stage of the project lifecycle.

  • Project Manager: Use this filter to include only projects managed by specific project managers. You can select one or multiple project managers to focus on work assigned to certain individuals or teams.

  • Project Health: Use this filter to include only projects with a specific current health status. Options include: None, On Track, At Risk, and Off Track. You can select one or multiple options to track performance across various project conditions. 

When you're finished setting the filters, click Run Report. 

Tip: Click Edit Columns to add and remove columns. For further customization, you can also arrange report columns and apply filters.

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