DHS Formatting & Page Limit Guide

Introduction

Strict compliance with formatting and page limits is not just a formality in the DHS SBIR program—it’s a gatekeeping mechanism. Proposals that deviate from the specified structure can be rejected outright, without ever reaching technical review. That means even the most innovative idea won’t move forward if it’s packaged incorrectly. Whether you’re preparing a Phase I concept or a Phase II prototype plan, understanding and applying DHS’s formatting and submission standards is essential.

Page Limit Rules for DHS SBIR Proposals

DHS enforces strict page limits on SBIR proposals, and exceeding them is one of the fastest ways to get disqualified.

For Phase I proposals, the Technical Proposal document is limited to 20 pages. For Phase II, the cap increases to 40 pages. These limits are absolute and do not include certain required items such as the Briefing Chart or, in the case of Phase II, the optional Commercialization Report. However, anything else—attachments, appendices, or addenda not explicitly requested—will not be reviewed and may trigger rejection.

Only the Technical Proposal narrative counts toward the page limit. This document should stand on its own and include all required sections outlined in the DHS solicitation. Supporting materials must be kept within the boundaries set by DHS; otherwise, reviewers are instructed to stop reading once the page limit is reached.

Formatting Specifications

DHS requires a highly standardized layout to streamline the review process. All proposals must use 8.5” x 11” page size with 1-inch margins on all sides. The layout must be single-column, and the main body text must be in 12-point Times New Roman. Tables and figures may use a smaller font, but no smaller than 10-point.

Each page of the Technical Proposal must also include a header with your company name, proposal number, and the DHS topic number. This header can appear inside the 1-inch margin, but must not include any proprietary or classified information—especially on the cover or abstract. DHS may make your abstract public if your project is funded, so ensure it’s scrubbed of sensitive content.

Consistency and clarity are key. Avoid using unusual fonts, colors, or decorative elements. DHS reviewers need to focus on your content, not navigate non-standard formatting.

Required and Optional Attachments

In addition to the main Technical Proposal, DHS requires and allows a few supplemental documents—but only those explicitly listed in the solicitation.

For all proposals, you must include a one-page Briefing Chart. This visual summary provides a high-level overview of your project and does not count against the proposal’s page limit. DHS often provides a specific template for this chart; using it is strongly encouraged to ensure completeness and compliance.

Other administrative items—such as the Cover Sheet and Cost Proposal—are filled out directly within the DHS online proposal submission system. These elements are not uploaded as part of the Technical Proposal PDF but are instead generated automatically through web forms. Do not attempt to include these in your upload.

For Phase II applicants, an additional document may be required: the Commercialization Report. This report details your business’s past performance and future plans for bringing technology to market. It is uploaded as a separate, standalone PDF and is not subject to any page limit.

Sticking to these prescribed attachments—and omitting everything else—is essential. DHS does not allow appendices or “optional” add-ons beyond what is requested.

Submission Guidelines and File Compliance

Once your content is finalized, DHS expects a single, unlocked PDF file for the Technical Proposal. This file must include all text, figures, tables, and (if you choose to include one) a table of contents. Make sure everything is compiled in the correct order before uploading—DHS does not allow separate document uploads or loose attachments beyond the designated fields.

Before submission, run a virus scan on your file. DHS systems will reject files that trigger virus alerts or are unreadable due to corruption or encryption. This may seem like a formality, but system-based rejections are common and entirely avoidable.

Also verify that your PDF opens correctly, has a reasonable file size, and complies with the specified layout and font rules. What looks fine in a word processor may render differently in PDF form, especially if fonts are embedded incorrectly or table formatting breaks.

Scan and open your PDF before submission
A file that trips a virus detector or fails to open can disqualify your proposal instantly.

Common Pitfalls That Lead to Rejection

Many strong proposals never make it to review—not because of weak ideas, but because of avoidable formatting mistakes. Here are the most common reasons DHS SBIR proposals get rejected before evaluation:

• Exceeding the page limit. Reviewers are instructed to stop reading at the 20- or 40-page mark, depending on the phase.
• Violating font or margin rules. Using the wrong typeface, size, or layout can lead to administrative rejection.
• Including unrequested attachments. Appendices, addenda, or unsolicited letters of support will not be reviewed and may disqualify your application.
• Submitting encrypted, locked, or corrupt files. These cannot be opened by DHS systems and are automatically flagged.

It’s easy to underestimate how strictly these rules are enforced. But the consequences are real: proposals that break format are often discarded unread.

Non-compliant proposals may be rejected without review
Formatting violations are grounds for immediate disqualification under DHS guidelines.

Tips for Staying Compliant

To avoid disqualification, it’s important to treat formatting compliance with the same rigor you apply to your technical content. DHS makes this easier by providing tools—use them.

• Use DHS-provided templates and checklists. These often include formatting presets and ensure all required sections are covered.
• Double-check the solicitation instructions. Requirements may vary slightly from one DHS topic to another.
• Verify your page count in the final PDF, not just your word processor. Page counts can shift due to image scaling or line spacing.
• Avoid stylized fonts, colors, or embedded media. Stick with standard formatting to ensure readability across systems.
• Check your header format. Make sure it includes only the required fields (company name, proposal number, topic number) and nothing more.

By planning ahead and using DHS’s submission portal tools as intended, you can reduce the risk of formatting-based rejection and allow your proposal’s substance to speak for itself.

DHS templates aren’t just suggestions
They’re designed to help you stay compliant—use them to reduce risk and save time.