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Site Clarification Log (RFI Log) — Free Excel Template

Download a free Site Clarification (RFI) Log in Excel/CSV. Track IDs, due dates, status, answers, and VO links. Mini guide + pro version included.

Site Clarification Log (RFI Log) — Free Excel Template
Site Clarification Log (RFI Log) — Free Excel Template
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Site Clarification Log (RFI Log) — Free Excel Template & How-To

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A Site Clarification Log (also called an RFI log, RIF Register or site query register) tracks every clarification from issue → answer → close, with due dates and outcomes (clarified, instruction, variation). Use it to chase responses, prevent delays, and keep an audit trail for EOT/cost claims.

Terminology note: Here RFI = Request for Information (site clarification). Some regions use RFI for Request for Inspection (WIR/IR/ITR)—that’s a different, inspection-focused process. Check Request for inspection here

Free downloads

site clarification log quollnet rfi

How to use the log (fast)

  1. Create an ID (e.g., SC_001) and fill Issued_Date, Title, WBS/Area, Division, Originated_By, Priority.

  2. Set a realistic Needed_By (matches your look-ahead).

  3. Status = Submitted and send the SC (PDF) via CDE/email.

  4. On reply, set Answer (e.g., Clarified or Instruction To Follow).

  5. If change is expected, mark VO(Y/N) = Yes and log VO_ID when issued.

  6. Close when actions are complete: Status = Closed.


KPI quick wins (optional)

  • Turnaround (days) = Respond_Date – Issued_Date

  • % Overdue = items with Needed_By < today and not Closed

  • Aging buckets = 0–7 / 8–14 / 15–21 / 21+ days


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Elie Saad
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Site Clarification Log (RFI Log) — Free Excel Template

Frequently Asked Questions

FAQ

Q: What is a Site Clarification Log (RFI log) and why use one?

A: It’s a simple register tracking each clarification from issue → answer → close, with Needed-By/SLA, Status, Answer, and any Variation (VO) link. It helps you chase decisions, avoid delays, and maintain an audit trail for EOT/cost claims.

FAQ

Q: What columns should a minimal Site Clarification Log include?

A: Use: Issued_Date, SC_ID, Title, WBS/Area, Division, Originated_By, Priority, Needed_By, Status, Answer, VO (Y/N), VO_ID, Notes. That covers identification, due date, lifecycle, outcome, and commercial linkage.

FAQ

Q: What’s the difference between Status and Answer?

A: Status is the lifecycle (Submitted, Reviewed, Answered, Closed). Answer is the outcome (Clarified, Instruction To Follow, Further Information Required). Keeping them separate makes reports and dashboards accurate.

FAQ

Q: How do I set a realistic Needed-By date?

A: Tie it to your 2–3 week look-ahead and the activity’s lead times. Many teams target 3–10 working days depending on complexity and risk.

FAQ

Q: When should VO (Y/N) be set to “Yes” and VO_ID filled?

A: Mark VO = Yes if the reply indicates a change in time/cost/scope and a Variation/Change Order will follow. Add VO_ID once the commercial document is issued (keep the SC open until then).

FAQ

Q: Does the log replace formal contract notices (e.g., under FIDIC/NEC/JCT)?

A: No—the log is an admin tool, not a legal notice. You must still follow your contract’s notice and instruction procedures (e.g., FIDIC Red Book 2017 for Construction; NEC4 ECC processes). neccontract.com

FAQ

Q: Under FIDIC, do RFIs/site clarifications exist by name?

A: “RFI” isn’t a defined term in FIDIC. Clarifications typically relate to interpretation, drawings or instructions, and any change must be handled by formal Engineer’s instructions/variations and the claims mechanism. Refer to the official FIDIC Contracts pages and Red Book information. FIDIC

FAQ

Q: Where can I read more about FIDIC contract families?

A: See FIDIC’s official overview and bookshop for the Red/Yellow/Silver/Green Books and guidance. FIDIC

FAQ

Q: How does this align with NEC4 ECC?

A: NEC4 emphasizes clear, time-bound communication and change control via its procedures (e.g., communications and compensation events). Your log supports those workflows, but formal notices must follow NEC rules. neccontract.com

FAQ

Q: And for JCT users?

A: Use the log to track queries that may lead to Architect’s Instructions or changes. Always align with current JCT versions and guidance. jctltd.co.uk

FAQ

Q: Can I run the log in Google Sheets instead of Excel?

A: Yes. Import the CSV, add data-validation lists (Status, Answer, Priority), turn on filters, and apply conditional formatting to highlight items due or overdue.

FAQ

Q: What’s a quick way to flag overdue items?

A: Add a rule: if Status ≠ Closed AND Needed-By < TODAY(), highlight the row. This gives a daily chase list.

FAQ

Q: How should I close an entry properly?

A: If Answer = Clarified, update downstream docs and set Status = Closed. If Instruction/VO is expected, wait for the SI/VO to be issued, record VO_ID, then close as “Change”.

FAQ

Q: Is one log entry allowed to cover multiple questions?

A: Avoid it. Use one SC per topic—reviewers respond faster, and your audit trail is cleaner for any EOT/cost case.

FAQ

Q: Do I need legal wording in the log itself?

A: Not required. Keep the log neutral. If needed, put a one-liner on the SC form/email: “For clarification only; if change is required, issue SI/VO under the Contract.” For contract rules, consult your form (e.g., FIDIC Red Book 2017). FIDIC

FAQ

Q: Where can I get a free RFI/Site Clarification Log template (Excel/CSV)?

A: Use the minimal or pro templates linked in the article; they include the columns above and optional formulas for Days Open, Overdue, and Aging.

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