ASI, RFI, and Change Orders: The Distinct Construction Documents Contractors Constantly Mix Up

Construction contract administration involves distinct documents with specific purposes. The Architect's Supplemental Instructions (ASI), the Request for Information (RFI), the Construction Change Directive (CCD), and the change order (CO) each serve different functions under the standard contract — typically AIA A201 or similar general conditions. Contractors sometimes respond to these documents interchangeably, which creates disputes about authority, scope, and cost.

Understanding the distinctions protects contractors. An ASI is not a change order. A change order is not an RFI response. A CCD is different from both. This post covers the documents and how to handle each appropriately.

RFI — Request for Information

RFI is contractor asking for clarification:

RFI response that clarifies existing scope is normal contract administration. RFI response that changes scope effectively becomes a directive — requiring formal change order process or becoming basis for change claim.

ASI — Architect's Supplemental Instructions

ASI is architect providing direction:

ASIs are one of the most commonly-misunderstood documents. They're intended for minor clarifications — not for scope changes with cost. When architect issues ASI that effectively adds scope, contractor should respond promptly identifying the cost/time implication and requesting formal change order.

CCD — Construction Change Directive

CCD is owner directing change with disputed terms:

CCD is the mechanism for owner to direct changes contractor and owner can't agree on pricing for in advance. Work proceeds; cost and time are determined after. CCD is proper authority — contractor can bill for work under CCD even before final change order.

Change Order

Change order is formal modification:

Change order is the proper contractual mechanism for scope changes. All other documents (RFI responses, ASIs, CCDs) ultimately should be converted to change orders for scope changes. Executing work without change order (or CCD) exposes contractor to argument that the work was within original scope.

Authority to Direct

Different parties have different authority:

Authority matters for liability and payment. Field changes directed by representatives without proper authority may not be paid. Verifying authority before proceeding with directed changes protects contractor.

Contractor Response by Document

Different documents need different responses:

Response discipline matters. The contractor who proceeds without raising the scope/cost issue, then bills for it later, faces the argument that silent performance means no change was understood. The contractor who promptly raises the issue preserves the change.

Documentation

Documentation protects all parties:

Organized documentation supports contract administration. When disputes arise years later, the documentation either supports or undermines claims. Good documentation practices cost little; poor ones can cost substantial recovery.

Bottom Line

RFI, ASI, CCD, and change order are distinct documents with different purposes and authority. RFIs clarify existing scope; responses shouldn't expand scope without change order. ASIs are minor architect clarifications; ASIs that expand scope should trigger change order request. CCDs are owner-directed changes pending pricing resolution; contractors proceed and track costs. Change orders are formal contract amendments — the proper authority for scope changes. Contractors who respond appropriately to each document protect their right to be paid for extra work. Contractors who respond interchangeably face disputes about authority, scope, and compensation. Contract administration discipline is low-cost protection against substantial disputes.