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 Template Excel

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

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

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.

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

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.

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

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.

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

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.

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

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).

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

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

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

“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

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

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

Q: How does this align with NEC4 ECC?

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

Q: And for JCT users?

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

Featured snippet:

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

How to use the log (fast)

Create an ID (e.g., SC_001) and fill Issued_Date, Title, WBS/Area, Division, Originated_By, Priority.
Set a realistic Needed_By (matches your look-ahead).
Status = Submitted and send the SC (PDF) via CDE/email.
On reply, set Answer (e.g., Clarified or Instruction To Follow).
If change is expected, mark VO(Y/N) = Yes and log VO_ID when issued.
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

Site Clarification Log Template Excel

Frequently Asked Questions

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.

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.

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.

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.

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).

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

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

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

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

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

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.

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.

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”.

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.

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

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

Free downloads

How to use the log (fast)

KPI quick wins (optional)

Site Clarification Log Template Excel

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

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

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

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

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

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

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

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

Q: How does this align with NEC4 ECC?

Q: And for JCT users?

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

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

Q: How should I close an entry properly?

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

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

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

Related Checklists

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