Submitting with Confidence: Your Proposal Checklist Guide
One thing that’s almost always guaranteed when bidding on multi-million-dollar proposals—especially with large teams—is late nights. And I’ve definitely had my fair share. After the long road of writing, edits, amendments, and team reviews, those final hours before submission can feel intense. But one thing that always made the process smoother? A solid proposal submission checklist.
A proposal submission checklist helps ensure that every submission requirement is met—from formatting and page limits to editing, deadlines, and how the proposal is delivered. It’s smart to build this checklist about halfway through the process, so you can adjust if any requirements change. Then, finalize it before submission. That way, when the clock’s ticking down, you’re simply checking off boxes with confidence instead of scrambling at the last minute.
Your checklist may look a little different depending on the size of your business and how complex the bid is. That said, there are a few essentials that should always make the cut—like your internal style guide standards for writing and design, along with all formatting and submission requirements outlined in the RFP.
Here’s a handy list of what to include so your proposal is polished, compliant, and ready to go out the door without a hitch.
General Compliance
All RFP requirements are addressed
Correct number of volumes and sections
All required forms and attachments are included
Page limits are followed
Submission method confirmed (e.g., portal, email, hard copy)
Submission deadlines (date and time) verified
Formatting & Design
Page numbers included and accurate
Font, spacing, and margin settings meet RFP standards
Graphics and tables are properly placed and labeled
Table of Contents and Table of Figures are up to date and linked
Consistent styling per your internal style guide
Content Review
Spelling and grammar check completed (including within graphics)
Proposal reads in a single, cohesive voice
Acronyms defined properly (typically on first use or in a table)
References to figures/tables are accurate and in order
No awkward line or page breaks
Signatures & Forms
All forms that require signatures are signed
Certifications and compliance documents are complete
Key personnel resumes, past performance references, etc., included as needed
Final Packaging
Cover letter and cover pages are included and accurate
File naming conventions follow RFP instructions
File format and size meet portal or submission guidelines
Backup copy saved to a secure location