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GSA Proposal Formatting Checklist

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A well-formatted GSA proposal can make or break your chances of securing federal contracts. Here’s why it matters and how to get it right:

  • Compliance: Follow federal guidelines to avoid rejection.
  • Clarity: Make your proposal easy to read and review.
  • Professionalism: Present a polished, organized document.

Key Formatting Essentials:

  1. Font & Spacing: Use Times New Roman, Arial, or Calibri (12pt), double-spaced, with 1-inch margins.
  2. Headers & Footers: Include company name, proposal title, page numbers, and submission date.
  3. Document Structure: Cover Letter, Technical Proposal, Pricing, Past Performance, and Supporting Documents in the correct order.
  4. Visuals: Label tables and figures clearly; use consistent formatting.
  5. Submission Format: Save as PDF/A, adhering to electronic submission standards.

Quick Checklist:

  • Consistent formatting (fonts, margins, spacing)
  • Accurate page numbering and table of contents
  • Proper file naming: CompanyName_ProposalNumber_Title_Date.pdf
  • All required sections and supporting documents included

By following these steps, you’ll ensure compliance, clarity, and professionalism in your GSA proposal. For extra help, consider professional services like GSA Focus to simplify the process.

Understanding GSA Proposal Requirements

General Document Formatting Guidelines

Getting the formatting right is essential for GSA proposal approval. Following the required standards not only ensures compliance with federal regulations but also gives your proposal a polished, professional look.

Font, Margins, and Spacing

The GSA has strict formatting rules, and sticking to them is non-negotiable:

Element Requirement
Font Type Times New Roman, Arial, or Calibri
Font Size 12pt for the main text
Margins 1 inch on all sides
Line Spacing Double-spaced throughout

Standard fonts make your proposal easy to read, while 1-inch margins leave enough space for reviewers to jot down notes.

Headers, Footers, and Page Numbers

Once the basic formatting is in place, pay attention to headers and footers. These elements help organize your document and ensure clarity.

Headers should include:

  • Your company name
  • Proposal title
  • Solicitation number
  • Section identifier

Footers must contain:

  • Centered page numbers with total page count (e.g., "Page 1 of 10")
  • Submission date

For page numbering, start at the first page and continue sequentially throughout. Use a 10-11pt font size for headers and footers to maintain readability without overpowering the main text.

Organizing Your Proposal

To meet federal contracting requirements, ensure your proposal aligns with the key formatting areas discussed earlier.

Required Sections and Order

Your proposal must follow this specific sequence:

Section Purpose
Cover Letter Serves as an introduction and summary
Technical Proposal Explains the details of services/products
Pricing Proposal Provides a full breakdown of costs
Past Performance Demonstrates success in previous contracts
Supporting Documents Includes any additional required materials

Make sure each section starts on a new page for clarity.

Table of Contents

A detailed table of contents makes your proposal easy to navigate. Include the following:

  • Major section titles with page numbers
  • Subsection headings for quick reference
  • A clear hierarchy to reflect document organization
  • Cross-references to appendices or attachments

Keep the formatting consistent and double-check that page numbers are accurate. Update the table of contents right before submission to capture any last-minute changes.

This step ties directly to the structural requirements mentioned earlier.

Section Dividers and Tabs

For both physical and digital submissions, use clear section breaks to improve readability:

  • Physical Copies: Use sturdy divider pages with labeled tabs. Tabs should extend beyond standard paper edges and clearly display section names. Number sections consistently.
  • Electronic Submissions: Insert page breaks and use consistent header formatting to separate sections. This ensures reviewers can easily navigate the document.

Pro Tip: If possible, color-code your tabs or digital bookmarks to match the table of contents. This simple step can make navigating your proposal even easier.

Formatting Specific Elements

Align with General Document Formatting Standards

Tables, Charts, and Figures

When using visual elements like tables, charts, or figures, keep labeling consistent. Add clear, descriptive captions such as "Figure 1: Monthly Metrics" or "Table 1: Cost Analysis".

Key guidelines for visual elements:

  • Place them immediately after they are referenced in the text.
  • Match the font style and size used throughout the document.
  • Add source citations directly below each visual element.

For proposals with extensive data, combine these visual standards with the margin requirements mentioned earlier to ensure everything looks polished and professional.

Bullets and Numbered Lists

Lists should be formatted consistently. Here’s a quick guide:

List Type When to Use Formatting Rules
Bullet Points For non-sequential items Use the same bullet style throughout
Numbered Lists For steps or prioritized items Use Arabic numerals (1, 2, 3)
Multi-level Lists For nested information Keep indentation consistent

Ensure all list items follow the same font style and maintain parallel grammatical structure for clarity.

Citations and References

Citations and references should also follow a consistent format. Stick to these rules:

  1. In-Text Citations: Use either an author-date format (e.g., Smith, 2024) or numbered references that align with your reference list.
  2. Reference List Format: Organize entries alphabetically and include the following details:

    • Author names
    • Publication dates
    • Document titles
    • Source information
    • Relevant contract or document numbers (if applicable)
  3. Digital References: For online sources, include:

    • Full URLs
    • Access dates
    • Digital Object Identifiers (DOIs), when available.
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Final Submission Requirements

When preparing your submission, make sure to adhere to these guidelines for file naming, formats, and submission methods.

File Naming and Formats

Use the following structure for naming files: Company name, proposal number, title, and date. For example: ABC_Co_GSAPROP_2025.pdf. Always save and submit proposals in PDF/A format to maintain consistent formatting across platforms.

Electronic vs. Hard Copy

Most submissions are now electronic via the GSA’s eOffer portal. However, some solicitations may still require both digital and physical copies.

Submission Type Requirements
Electronic Submit in PDF/A format through eOffer
Hard Copy Use high-quality paper with clearly labeled packaging
Hybrid Ensure identical content in both formats, and submit before the deadline

For hard copies, label the package exterior with:

  • Company name
  • Proposal number
  • Solicitation number
  • Contact information

Final Quality Check

Before submission, conduct a thorough review to ensure everything meets the required standards:

  1. Format Consistency Check

    • Verify font styles and sizes
    • Confirm margin measurements
    • Ensure correct page numbering
    • Check header and footer placement
  2. Required Components Review

    • Include a complete description of goods or services offered
    • Attach all necessary appendices and supporting documentation
  3. Technical Compliance

    • Revisit the General Document Formatting Guidelines to confirm:
      • File size is within limits
      • Graphics meet resolution standards
      • Fonts are properly embedded

"A thorough final review process is essential to ensure compliance and increase the chances of a successful submission. Multiple reviewers should examine the document to catch any overlooked errors." [2]

Checklist Summary

Use this checklist to confirm all essential formatting and content requirements:

Category Check Items
Formatting Requirements • Consistent font type and size
• 1-inch margins on all sides
• Double-spacing where applicable
• Correct placement of page numbers
• Properly formatted headers and footers
• Numbered captions for tables and charts
• Graphics with 300dpi resolution
• Consistently formatted citations
• Complete and accurate references
Required Components • Cover sheet with all fields filled
• Customer information section
• Corporate experience narrative
• Quality control plan
• Project experience documentation
• Past performance reviews
• Detailed pricing section [1] (refer to Pricing Documentation below)
Submission Format • Embedded fonts
• File size under 50MB

Critical Review Points

1. Document Organization

Ensure your proposal includes all the necessary sections in the correct sequence, with a table of contents that aligns with the actual page numbers.

2. Pricing Documentation

Make sure the pricing section covers:

  • Fully completed price proposal template (PPT)
  • Supporting documents for every price point
  • Quote sheets for all products and services [1]

3. Quality Assurance

Double-check these key areas:

  • Spell-check is complete
  • All required signatures are included
  • Attachments are verified

This checklist pulls together all the requirements from earlier sections into one streamlined verification tool.

GSA Focus Assistance

GSA Focus

GSA Focus simplifies the process of formatting GSA proposals by offering specialized support tailored to meet the specific requirements outlined in the checklist above.

GSA Focus Services

GSA Focus specializes in preparing documents for small businesses aiming to secure GSA Schedule Contracts. Here’s an overview of their services:

Service Area Description
Document Preparation • Ensures all sections meet formatting standards, including technical documentation, administrative tasks, and pricing preparation.
Compliance Assurance • Regular compliance checks
• Help with annual reporting
• Support for contract modifications
• Monitoring updates to regulations
Negotiation Support • Assistance with contract terms, pricing strategies, and document revisions during negotiations.

Why Choose GSA Focus?

Partnering with GSA Focus can offer small businesses several benefits when managing GSA proposal submissions:

Save Time and Resources

  • Professional handling of formatting requirements
  • Reduced workload for internal teams
  • A smoother and faster submission process

Lower Risks

  • Thorough review of all formatting details
  • Assurance of compliance before submission
  • Continuous tracking of changes in requirements

Experienced Support

  • A team well-versed in GSA guidelines
  • Proactive monitoring of regulatory updates
  • Step-by-step guidance throughout the submission process

GSA Focus helps businesses align perfectly with checklist standards while reducing the challenges and risks tied to proposal preparation. Their services provide a straightforward way to handle the complexities of GSA proposals without overloading internal teams.

Conclusion

How you format your GSA proposal can directly affect its evaluation and show your ability to meet compliance standards. Every detail matters when creating a polished and compliant submission.

Using a detailed checklist to address all formatting requirements ensures your proposal aligns with GSA standards. This approach not only simplifies the submission process but also keeps everything compliant.

If the formatting process feels overwhelming, seeking professional help can be a smart move. For example, GSA Focus boasts a 98% success rate in assisting small businesses with GSA Schedule Contracts, showcasing the advantage of expert guidance in navigating these detailed requirements.

A well-formatted proposal doesn’t just meet compliance – it makes the review process smoother and highlights your qualifications. By following a checklist and considering expert support, you’ll present a submission that aligns with GSA standards and demonstrates your readiness as a federal contractor.

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