Shop Drawing Best Practices for Faster Approvals and Fewer RFIs

Getting shop drawings approved quickly can make or break a project schedule.  When drawings are clear, detailed, and aligned with the provided project specs, they move through the approval process much more efficiently. On the other hand, vague or inconsistent drawings often result in floods of RFIs (Requests for Information), which slow progress and create unexpected costs.

The more RFIs that are submitted, the more bottlenecks are created, which can delay fabrication, delivery, and installation. Rather than having a constant back-and-forth with architects and engineers to clarify details, wouldn’t it make more sense to get it right the first time?

We think so, and in this guide, we’ll examine some key strategies for producing shop drawings that get the green light faster.

Get It Right from the Start – Completing the Job Information Form

With shop drawings, the tiny details matter. If the dimensions for a glass curtain wall are off, even by just a fraction, it can result in misalignment with the building structure, which can delay progress and ultimately cost more money to fix.

The more thorough and accurate you are from the start, the smoother the process will be. To avoid having to scramble later to fix issues down the line, take the time to fill out your job information form as thoroughly as possible.

Double-check the dimensions, materials, installation methods, and product specifications. If you’re unsure about something, it’s always better to ask or provide a reference document.

With complete and accurate info, you get faster approvals and fewer RFIs.

Address the Initial RFI Quickly to Keep the Process Moving

Now, with all of that said, it’s totally normal to receive an RFI right after the project kickoff. In fact, it’s usually part of the process.

The first RFI can help prevent future delays and ensure everyone is on the same page from the get-go. When left unchecked, however, unanswered RFIs can create unnecessary hold-ups.

One of the best ways to keep things on track is to respond quickly with clear and complete answers. The more detail you provide upfront, the fewer questions will pop up later. If the RFI refers to specific materials or design elements, don’t hesitate to include reference documents, sketches, or product specs.

And here’s a big one: Avoid vague responses like “I’ll check” or “We’ll figure that out later.” 

These kinds of answers open the conversation up to more confusion and additional questions, which (and you can see the pattern here) slow everything down.

Keep Communication Open: Work with Your Project Coordinator

A dedicated Project Coordinator can make all the difference when staying on track. A good coordinator keeps all aspects of the project aligned, from the design intent to the final approval. 

They should be the main point of contact, addressing any concerns from team members on both sides to prevent surprises later on.

One of the smartest moves you can make is to book a meeting with your Project Coordinator early in the process. This is your chance to clarify any design details, confirm project specs, and make sure everyone’s on the same page before moving forward. 

Plus, it sets the tone of prioritizing clarity for the entire duration of the project.

After your first meeting, keep that communication ongoing. Regular check-ins throughout the course of a project can help you catch small problems before they snowball out of control. 

We always recommend setting up milestone check-ins to make sure progress is steady and to keep stakeholders happy.

Common Shop Drawing Mistakes That Lead to RFIs

With shop drawings, there’s no such thing as a “small mistake,” as even the most minuscule errors can be costly fixes. Make it your priority to avoid the following issues:

• Missing Dimensions: One of the biggest offenders is missing or unclear measurements. If a drawing doesn’t have precise dimensions, the architects and engineers will have to ask for clarification. 
• Ambiguous Notations: Vague or unclear callouts can be confusing, especially when it’s not obvious what a specific symbol or notation refers to. Ambiguity leaves things open to interpretation, which is not what we want when precision is the goal. 
• Code Compliance Issues: Shop drawings must align with local building codes and project-specific specifications. If there’s any uncertainty about whether a design meets the required standards, you can expect an RFI. The solution here is to make sure your drawings are code-compliant from the start.
• Incorrect Material Specifications: Listing materials incorrectly (or not specifying them at all) is one of the most prominent causes of delays in our business. Get your material details right upfront, and you’ll have a much smoother road to approval. 
• Clash with Adjacent Trades: Lastly, make sure to coordinate with other subcontractors. If your shop drawings don’t consider the work of adjacent trades, conflicts will most certainly arise.
• Discrepancies in Architectural References: Often, RFIs arise due to outdated or inaccurate architectural references provided to our Sales team. It’s crucial to ensure that the architectural plans or references you’re working from are the most current versions. Mismatches between the shop drawing and outdated references can cause unnecessary delays as clarifications are sought.
  

Tips for Faster Approvals

If you want the quickest approvals, you have to stay organized.

Present your drawings in a clear, logical format that’s easy for reviewers to follow.

You can do so by grouping similar elements together, using consistent layout styles, and highlighting key details that matter most, such as the dimensions, material specs, or installation instructions.

The goal here is to draw attention to the important aspects so that those reviewing it can focus on what’s important. The simpler your drawings are, the quicker they’ll be approved.

Wrapping Up

Having accurate shop drawings is key for meeting deadlines and keeping projects on track. Here at Advantage Drafting, we take efficiency seriously, which is why we make sure our shop drawings are as precise as possible from the start.

If you’re looking to collaborate with a reliable and versatile shop drawing company to bring your next project to life, get in touch with us here at Advantage Drafting today.