RFI vs. Submittal

Both terms get used loosely on a job site, and both involve sending paperwork to the engineer of record for a response — which is exactly why they get confused. The real difference is what each one is actually asking.

What an RFI actually is

A Request for Information (RFI) is a question. Something in the drawings or specs is unclear, conflicting, or missing, and the contractor needs the engineer of record or architect to clarify it before work can proceed correctly. An RFI doesn't propose a product or a method — it asks "what did you mean" or "which one is right," and the answer typically becomes part of the job's official record once it's returned.

What a submittal actually is

A submittal is a proposal, not a question. Before installing a specified product — a fixture, a piece of equipment, a structural element — the contractor submits documentation (shop drawings, product data, samples) to the engineer of record for approval that what's being proposed actually meets the spec. A submittal says "here's what we intend to install, confirm it's acceptable" rather than asking for clarification.

Why the distinction matters on a real job

Treating a submittal like an RFI (or the reverse) usually means the wrong kind of response comes back, or the request sits with the wrong reviewer too long. An RFI blocks progress until it's answered — work often can't proceed correctly without the clarification. A submittal blocks a specific installation until it's approved, but doesn't necessarily stop the rest of the job. Knowing which one you're filing changes how urgently it needs to move and who actually needs to see it.

How PoPs Suite handles both

RFIs, Submittals, and Change Orders all run through PoPs APM (Assistant Project Manager) — the connected layer inside PoPs Project Tracker that keeps this paperwork in the same system as the job's actual budget and schedule, instead of a separate email thread or PDF folder disconnected from the job record. When a submittal needs real markup before it goes to the engineer of record — redlines, stamps, callouts — PoPs Markup is wired directly into that same submittal and RFI workflow, with a full audit trail of what was marked up and when.