Introduction
In the dynamic world of industrial and heavy civil construction, projects are often spread across vast physical spaces and involve a multitude of crews, stakeholders, equipment, and daily activities. With so many moving parts, clear and consistent communication is critical for ensuring that work proceeds efficiently and safely. One fundamental principle in construction management is that any important information, whether conveyed verbally or otherwise, must also be documented in writing.
Throughout my career, I’ve witnessed firsthand how verbal agreements can lead to confusion, disputes, and even financial loss, particularly for subcontractors. Relying on informal communication methods often results in misunderstandings and unfulfilled expectations, which can jeopardize the success of a project. By contrast, having a clear and consistent process for written communication helps ensure that requests, changes, and instructions are well-defined and accountable, reducing the risk of errors or legal complications.
In this document, we will explore several key forms of written communication that are vital to the smooth operation of construction projects. These include submittals, change orders, diversions, requests for information (RFIs), variances, and field requests. Each of these documents serves a distinct purpose, and together they create a reliable system for managing the complexities of modern construction projects.
Submittals
A submittal is a formal, written document used to seek approval from the general contractor, engineer, or owner for a substitution or change related to materials, products, or processes. Submittals are typically required when the subcontractor proposes using a material or method that differs from the project specifications.
For example, if a subcontractor wants to use a different brand of piping than originally specified, you would submit a written submittal to the contractor or engineer for review and approval. This process ensures that changes are vetted and approved, which helps avoid disputes over material quality or performance down the line. Submittals also serve as a record in case questions arise during later phases of the project or inspections.
Change Orders
A change order is a written document that formalizes changes to the scope of work, budget, or schedule of a project. These changes can be initiated by the owner, general contractor, or even the subcontractor in response to unforeseen conditions, design revisions, or other factors that affect the original contract.
It is essential to document any changes in writing through a change order before proceeding with the additional work. Failing to do so could lead to disputes over compensation or delays later in the project. For instance, if an unexpected underground utility is encountered and requires rerouting, the subcontractor should submit a change order to cover the extra labor and materials needed to complete the task.
Diversions
A diversion occurs when a stakeholder—such as the general contractor or owner—requests that a subcontractor’s crew be temporarily redirected from their original task to perform a different one. This type of request might involve rerouting crews to work on a different area of the project, enter private property, or perform tasks outside of the defined project scope.
Diversions can introduce legal issues, especially if they involve work outside the project’s right-of-way or in jurisdictions that require special permissions (such as municipal property or sensitive environments). Always ensure that diversions are documented in writing. This protects the subcontractor in case there are delays, additional costs, or potential liabilities that arise from performing tasks outside the original agreement. For example, if a crew is asked to work on private land without a written agreement, it could lead to legal disputes over trespassing or damage claims.
Request for Information
Requests for Information (RFIs) are essential documents used to clarify ambiguities that arise during the lifecycle of a construction project. These requests are typically generated when a contractor or subcontractor encounters issues that require additional input or clarification from the customer, engineering team, or other involved parties, such as safety or environmental groups. The goal of an RFI is to ensure all parties are working with accurate and up-to-date information, which is critical to maintaining project timelines, preventing costly errors, and ensuring that the final product meets the required specifications and standards.
RFIs often stem from the discovery that certain project details are not sufficiently covered in the Issued for Construction (IFC) documents, including drawings, specifications, procedures, standards, or instruction sets. While the IFC documents are intended to provide a clear roadmap for construction, not all IFCs are created equal. Some may lack specificity, contain outdated information, or fail to account for site-specific variables, leaving the contractor or field team with questions.
For example, a procedure may outline how to handle environmental remediation, but the details might be too vague for the field team to apply effectively under specific local conditions. Or, a construction standard might reference a particular material without considering its availability or compatibility with the region’s regulatory framework, leading to confusion about how to proceed.
In these cases, an RFI serves as a formal request to the appropriate party for clarification or additional detail. The typical RFI process follows these steps:
- Identification of the Issue: The contractor identifies a potential issue in the IFC documents that could cause delays or misinterpretations, whether related to materials, design specifications, or safety and environmental considerations.
- Documentation of the Issue: The contractor drafts an RFI, clearly stating the specific area in question and providing as much context as possible. Photos, drawings, or sketches may be included to help clarify the issue.
- Submission and Distribution: The RFI is submitted to the relevant stakeholder, whether it be the customer, engineering team, or safety/environmental group, depending on the nature of the question. It is also distributed to other parties who may need to be aware of the issue, such as the construction manager or project manager.
- Response and Clarification: The responsible party provides a formal response, clarifying the issue or providing updated instructions. This response becomes part of the project record and may necessitate changes to the original IFC documents or require a change order if the clarification introduces scope changes.
- Implementation: Once the RFI response is received, it is communicated to the field team or relevant personnel, who implement the clarified instructions, ensuring the project continues without unnecessary delays.
The timeliness and clarity of RFI responses are critical to keeping a project on track. Delayed or incomplete responses can lead to project slowdowns, rework, or costly legal disputes if misunderstandings persist. This is especially true when dealing with complex engineering or safety standards, where even minor oversights can lead to significant project impacts.
In some cases, the RFI process reveals that the original design or procedure requires modification, resulting in a formal change order. This can affect the project’s cost or schedule and may require additional approvals, depending on the contract’s terms.
Variances
A variance is a written approval for a deviation from the project’s original specifications, schedule, or processes. Typically, a variance involves changes to engineering designs, project timelines, or specific construction methods. These approvals must be formally documented and signed off by the engineer of record or another responsible party.
For example, if the project schedule needs to be adjusted due to delays caused by for example, material shortages, a variance must be obtained and approved. Without formal documentation of the variance, the subcontractor could be held liable for not adhering to the original schedule or design parameters during a project audit or walkthrough. Proper documentation protects both the subcontractor and the project owner in case of future quality inspections or disputes.
Field Request
In addition to formal documents like RFIs, Field Requests play an equally important role in managing on-site operations during construction projects. A Field Request is a practical, on-the-ground communication tool that is used to direct specific tasks to support teams such as mechanics, equipment operators, or environmental personnel. While RFIs are typically focused on clarifying project design or specifications, Field Requests are tactical in nature, guiding immediate actions necessary to maintain operational efficiency on the job site.
The Field Request system serves as a tracking device, allowing project managers and superintendents to monitor what actions are being requested, who is responsible, and when they are completed. This not only enhances site coordination but also prevents gaps in communication between teams. When used effectively, Field Requests help ensure that the construction crew can stay focused on their primary tasks without having to troubleshoot the support functions necessary for the project to continue.
Field Requests are essential for maintaining job site efficiency, as they ensure that the construction crew has everything they need—from functional equipment to a safe working environment—without delays. They also serve as a valuable tool for project managers and superintendents to maintain visibility into support activities, keeping projects on schedule and within budget. When used alongside RFIs, Field Requests create a comprehensive communication system that addresses both strategic clarifications and immediate operational needs.
Why Written Communication Matters
In all these cases, having written documentation is critical for protecting the subcontractor from misunderstandings, legal disputes, and financial risk. Relying on verbal agreements or “gentlemen’s agreements” can lead to miscommunications and unfulfilled expectations. In the fast-paced, complex environment of industrial and heavy civil projects, clear, written communication is the key to ensuring accountability and avoiding costly errors.
By using the appropriate written communication tools—submittals, change orders, diversions, variances, and more—the subcontractor can ensure that any requested changes, additional work, or deviations from the original plan are properly documented and approved. This not only safeguards the subcontractor’s interests but also keeps the project on track and compliant with contractual obligations.
Conclusion
In construction projects, especially large-scale ones, verbal agreements can lead to significant risks for subcontractors. To mitigate these risks, always ensure that important decisions and requests are documented in writing. Whether it’s a submittal for material approval, a change order for additional work, or a variance in schedule, maintaining a clear paper trail ensures that all parties are accountable and informed. This proactive approach helps avoid disputes, protects your interests, and keeps the project running smoothly.