---
title: "Keep RFIs and submittals from slipping"
description: "A four-step playbook to agree the fields your log needs, read RFIs and submittals as they arrive, track who owes each response and send the project lead a daily overdue list."
url: https://lidvizion.ai/guides/keep-rfis-and-submittals-from-slipping/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---

[Field guides](https://lidvizion.ai/guides/) 4 steps

# Keep RFIs and submittals from slipping

A four-step playbook to agree the fields your log needs, read RFIs and submittals as they arrive, track who owes each response and send the project lead a daily overdue list.

For: Project managers, project engineers and document controllers who track RFIs and submittals by hand.

Late RFI and submittal responses hold up work on site, and the log that should show what is outstanding is often days behind. Extracting the key fields as items arrive and tracking due dates automatically keeps the log current. Engineers keep writing every technical response. These four steps set it up on a single project first.

## Step 1 — Agree the log fields

**Goal:** Decide what every entry must record.

1. List the fields: number, subject, references, requester, reviewer, due date and status.
2. Agree the due-date rules from the contract or project procedures.
3. Decide who confirms unclear entries.
4. Pick one active project to start.

**You finish with:** A log format, due-date rules and an owner.

## Step 2 — Read items as they arrive

**Goal:** Log every item quickly and accurately.

1. Connect the email inbox, upload folder or project platform used for RFIs and submittals.
2. Extract the agreed fields and link each entry to its source document.
3. Flag items with missing or unclear fields for the owner to confirm.
4. Check a sample of entries against the source each week.

**You finish with:** A log that is current within a working day.

## Step 3 — Track and remind

**Goal:** Make sure responses arrive on time.

1. Track status from open to answered and closed.
2. Send reminders to whoever owes a response before it is due.
3. Send the project lead a short daily list of overdue and soon-due items.
4. Keep every technical response with the engineer or architect.

**You finish with:** Reminders and a daily overdue list.

## Step 4 — Measure and extend

**Goal:** Show fewer overdue items, then roll out.

1. Track items logged within one working day.
2. Track overdue RFIs and submittals.
3. Track time spent maintaining the log.
4. Extend to more projects once the first runs smoothly.

**You finish with:** Measured results and a plan to roll out.

## Common pitfalls

- Letting automation draft technical responses.
- Logging items without a link to the source document.
- Due-date rules that do not match the contract.
- Rolling out to every project before one works well.

Want a hand getting started?

## Start with a workflow audit

We pick the workflow with you, set the baseline and write the bounded design.

[See the audit](https://lidvizion.ai/workflow-audit/) [Talk this playbook through](https://lidvizion.ai/contact/?need=ai-workflow&from=%2Fguides%2Fkeep-rfis-and-submittals-from-slipping%2F#write)

## See it as a workflow

- [RFI and submittal tracking](https://lidvizion.ai/use-cases/rfi-and-submittal-tracking/): Operations Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning.

## More guides like this

- [Make every lot traceable from day one](https://lidvizion.ai/guides/make-every-lot-traceable-from-day-one/)
- [Catch shipment problems before customers do](https://lidvizion.ai/guides/catch-shipment-problems-before-customers-do/)

## Related answers

- [What is an AI agent in a business setting?](https://lidvizion.ai/answers/what-is-an-ai-agent-for-business/)
- [How long does it take to automate one business workflow with AI?](https://lidvizion.ai/answers/how-long-does-it-take-to-automate-a-workflow/)

Bring the messy version

## One workflow. A better way to run it.

Show us the tools, the handoffs, and the part that keeps slowing your team down.

[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)