Introduction
After you’ve submitted your SBIR proposal to the Department of Homeland Security (DHS), it’s natural to wonder what comes next. Unlike a typical grant process where updates are frequent, DHS—like many federal agencies—operates on a less visible timeline. That can leave applicants uncertain about whether their submission is moving forward, stuck in review, or simply sitting in a queue.
This post outlines how you can track your DHS SBIR application status effectively, what communication to expect, and how to interpret the silence. The key takeaway? In most cases, no news is normal—but that doesn’t mean you should sit back unprepared.
Where to Check for Status Updates
DHS SBIR Portal
Start with the portal where you submitted your proposal. After logging in, you may see status indicators such as “Submitted,” “Under Review,” or simply “Received.” These labels can offer basic insight into where your proposal stands, though not all submissions will show detailed progress. Many agencies, including DHS, often wait until final decisions are made before updating applicant records.
Checking periodically is worthwhile, especially in the weeks following the submission deadline. Just remember: the absence of change in status does not mean your application has stalled—it’s simply part of DHS’s standard review process.
Importance of Email Monitoring
Your email is the primary channel through which DHS will communicate with you. Whether it’s a request for clarification or an award notification, messages will be sent to the contact email listed in your submission.
Make sure that address is active, regularly checked, and has adequate spam filter settings. Occasionally, important updates may land in your junk folder—especially if they include attachments or come from a government domain you haven’t previously interacted with.
DHS uses the contact email from your SBIR portal submission to reach you about your application.
What Happens During the Review Process
Internal Phases: Compliance, Peer Review, and Program Office Approval
Your application first goes through a compliance check to ensure it meets DHS’s formatting and eligibility criteria. Proposals that pass this screening are then evaluated by technical experts—often through a peer review process. These reviewers assess factors like technical merit, innovation potential, and commercialization strategy.
After the evaluations, proposals that rank highly are forwarded to DHS’s SBIR Program Office for a final funding decision. This last phase includes internal approvals and budget alignment, which can take additional time even after reviewers have made their recommendations.
Typical Timeline Expectations
For DHS Phase I submissions, official award notifications are often sent out within 45 days of the selection decision—but the total timeline from submission to notification can stretch across two to three months, depending on volume and internal cycles.
Do not expect weekly updates—DHS typically communicates only at key decision points.
How DHS Communicates Results
If You’re Selected
If your proposal is chosen for funding, you’ll receive an official award notification or a negotiation notice from a DHS contracting officer. This communication will contain detailed next steps, such as submitting required forms or revising budgets. DHS may also prompt you to log back into the portal to complete specific tasks needed to finalize the award.
Be prepared to respond promptly. Once you’re selected, delays on your end can affect the contracting process and potentially jeopardize your timeline for starting the project.
If You’re Not Selected
DHS also notifies applicants who are not selected for funding. These notifications typically arrive by email and may include reviewer comments, though this varies by solicitation. If reviewer feedback is provided, it can be a valuable tool for improving your proposal in future rounds.
Don’t assume rejection if you haven’t heard anything yet. Wait until the expected notification window has passed, then check your email and portal status before considering follow-up action.
Additional Ways to Stay Informed
Watch for Public Announcements
DHS Science and Technology Directorate (S&T) occasionally issues press releases naming the companies selected for SBIR awards. These announcements may appear on the DHS S&T website, through agency newsletters, or on the federal contract site SAM.gov.
These releases usually follow the conclusion of the award process and can offer useful insight into trends or topic areas that received funding. While not a replacement for direct notification, they’re a good secondary source to monitor.
Using the SBIR.gov Award Search Tool
SBIR.gov maintains a searchable database of past and current awards across all participating agencies, including DHS. This tool can help you verify whether award decisions have been finalized—and whether your company’s name appears among the funded list.
- Visit SBIR.gov Award Search.
- Use the filters on the left to select “Department of Homeland Security” under “Agency.”
- Narrow results further by fiscal year or keyword to match your proposal.
- Note: Awards may appear several weeks after official notifications are sent to recipients.
When (and How) to Reach Out to DHS
Follow Solicitation-Specific Guidance
Every DHS SBIR solicitation outlines when applicants may inquire about their status. Most include a waiting period, often tied to the expected date for Phase I or Phase II decisions. Reaching out before that period ends is generally discouraged and may reflect poorly on your understanding of the process.
Contacting DHS too early—before the timeline in the solicitation—may reflect poorly on your application professionalism.
If that timeframe has passed and you still haven’t received any updates, a brief and courteous email to the DHS SBIR Program Office is appropriate. Include your proposal number, solicitation number, and business name to help staff locate your submission.
DHS SBIR Program Contact Info
Most solicitations list a contact email like [email protected]. Use this only when your inquiry aligns with the permitted timeframe. Avoid calling unless explicitly invited to do so.
Post-Notification Steps
If Selected: Expect to Use the Portal Again
Once selected, the DHS SBIR portal becomes your hub for next steps. You may be asked to upload additional documents, revise your cost proposal, or accept the award terms electronically. Keep your login credentials handy and monitor your email closely—DHS often includes time-sensitive instructions in their award packets.
Timely responses help avoid delays in contract finalization and may impact your eligibility for future phases, such as Phase II.
If Not Selected: What to Do Next
Not every proposal gets funded, but that doesn’t mean it’s the end of the road. Many companies improve and resubmit in future rounds—or find other agencies or commercial opportunities for their technology.
If comments are included, analyze them for recurring concerns or gaps in your proposal.