A BIM Modeler’s Guide to Writing RFIs That Actually Get Answered

We have all been there. You are staring at your screen, navigating a complex 3D environment, and you hit a wall literally and figuratively. A structural column is plowing straight through a critical HVAC duct. You can’t move the column, and there is no ceiling space to drop the duct. You type up a quick Request for Information (RFI), hit send, and then… silence. Days pass. The schedule creeps. The frustration mounts.

For a BIM Modeler, this is the “Communication Gap.”

While we often obsess over Level of Development (LOD) and clash detection tolerances, the reality is that soft skills specifically written communication are what keep a project alive. BIM isn’t just about geometry; it’s about information. And if that information isn’t flowing clearly between stakeholders, the best model in the world won’t save the project from delays.

Here is how to write RFIs that get read, understood, and answered, ensuring you remain a highly effective BIM Modeler.

Table of Contents

Why the BIM Modeler Must Master Soft Skills:-

It is easy to think that your job is done once the geometry is correct. However, the construction industry is fragmented. You are often the central hub connecting architects, structural engineers, and MEP contractors. If you cannot articulate why a clash matters or what solution you need, the issue sits in an inbox, ignored.

Soft skills are often undervalued in technical fields. We tend to focus on software proficiency, but the ability to negotiate, explain, and follow up is just as critical. In fact, understanding the human element of the project team is essential. You can read more about why these non-technical attributes are vital in our article on Why soft skills are important in civil engineering. The same principles apply here: clear communication builds trust. When an engineer sees your name in their inbox, they should think, “This person asks good questions,” not “Here comes another confusing problem.”

How a BIM Modeler Structures the Perfect RFI:-

An RFI is not a text message; it is a formal project document. However, it shouldn’t be a novel, either. The engineers and architects you are emailing are likely drowning in paperwork. To get a response, your RFI needs to be surgical.

1. The Subject Line is Your First Impression:

Avoid subject lines like “Question about Duct” or “Clash on Level 2.” These get buried. instead, be specific. Include the project area, the discipline involved, and the urgency.

Bad: HVAC Clash.
Good: RFI 024 – Level 2 Corridor – HVAC vs. Structural Beam – Urgent

2. State the Problem, Then Propose a Solution:

Never just dump a problem on someone else’s desk. As the person visualizing the space in 3D, you likely have a better grasp of the spatial constraints than anyone else.

The “Lazy” Approach: “There is a clash here. Please advise.”
The Pro Approach: “The supply duct clashes with the W12x40 beam at Grid Line A-4.
Proposed Solution: We can reroute the duct 6 inches south, but this will lower the ceiling height to 8’6″. Please confirm if this is acceptable or provide an alternative structural notch detail.”

By proposing a solution, you make it easy for the engineer to simply reply “Approved.” This proactive mindset is a hallmark of a Successful BIM modeler.

Visual Communication: The Secret Weapon of the BIM Modeler:-

A picture is worth a thousand words, but a well-annotated screenshot is worth a thousand emails. Writing a paragraph describing a location is inefficient. “North wall of room 104, near the top left corner…” is confusing.

Instead, leverage the visual nature of your work. Take a 3D snapshot. Circle the conflict. Add a dimension line showing exactly how much space you are missing. If you are dealing with complex interferences, utilizing tools designed for Clash detection with BIM allows you to export viewpoints directly.

Attach these visuals to your RFI. When the recipient opens the document, they should see the problem instantly without having to open their own heavy models. This reduces the friction required for them to answer you.

Tone and Diplomacy: A Guide for the BIM Modeler:-

This is where the “soft skills” really come into play. It is very easy for an RFI to sound accusatory. “The structural drawings are wrong” puts the recipient on the defensive. When people feel attacked, they delay responding or dig in their heels.

Adopt a collaborative tone. Frame issues as “discrepancies” or “coordination items” rather than “errors.”

Aggressive: “Your beam is in the way of my pipe.”
Collaborative: “We have identified a coordination conflict between the gravity pipe and the steel framing.”

Remember, the goal is BIM collaboration and interoperability. You want to build a relationship where the design team views you as a partner in solving the puzzle, not a nuisance pointing out their mistakes.

Common Pitfalls Every BIM Modeler Should Avoid:-

Even with good intentions, it is easy to make mistakes that kill your RFI’s chances of a quick reply.

bundling Too Many Questions: Do not ask five unrelated questions in one RFI. If the engineer knows the answer to four but needs to research the fifth, they will wait to reply until they have all five. This delays everything. Break them up.
Sending to the Wrong Person: sending an architectural query to the MEP consultant helps no one. Ensure you understand the roles. If you are unsure who does what, check out our guide on the Difference between a BIM Manager and a BIM Coordinator to understand the hierarchy and routing better.
Vague References: Never say “See attached” without describing what is attached. If you are referencing a specific drawing sheet, name it (e.g., “Refer to Dwg S-101, Detail 3”).

The BIM Modeler as a Project Leader:-

You might not have “Manager” in your job title, but you are managing information. Every time you write a clear, concise, and diplomatic RFI, you are saving the project money and time. You are preventing rework in the field where mistakes are expensive.

Bad communication leads to frustration and burnout. Good communication leads to smooth workflows and faster approvals. By focusing on these soft skills, you elevate yourself from a software operator to an indispensable project consultant.

If you are looking to streamline your processes further, it is worth exploring different strategies for navigating BIM rider tips and tricks for a seamless workflow. The smoother your workflow, the more time you have to craft the communication that counts.

FAQ’s:-

1. What is the difference between an RFI and a Clash Report?
A. A Clash Report is a raw list of geometric conflicts generated by software (like Navisworks). An RFI (Request for Information) is a formal document asking for a resolution to a specific problem that the modeling team cannot solve on their own.

2. How long should I wait before following up on an RFI?
A. This depends on the project’s agreed-upon timeline (often stated in the BIM Execution Plan). Standard industry practice is often 5 to 10 business days, but if the issue is blocking critical modeling work, a polite follow-up after 3 days is acceptable.

3. Should I call the engineer before sending an RFI?
A. Yes, if possible. A quick phone call or a discussion during a coordination meeting can often resolve the issue immediately. You should still send the RFI afterwards to document the decision formally (“Per our conversation…”).

4. Can I group multiple clashes into one RFI?
A. Yes, but only if they are the same type of issue (e.g., “10 instances of ducts hitting beams on Level 3”). Do not group unrelated issues (e.g., a duct clash and a missing door tag) in the same request, as they might require different people to answer.

5. What if the response to my RFI is unclear?
A. Do not guess. If the answer is vague, reply immediately seeking clarification. Implementing incorrect information is worse than waiting for correct information. You can also refer to resources on BIM coordination and profitable construction management to see how unclear data impacts the bottom line.