Avoid DoD SBIR Rejection: Format It Right

Introduction

Formatting errors are one of the most preventable causes of SBIR proposal rejection—and yet they remain among the most common. For small businesses pursuing Department of Defense (DoD) SBIR funding, failure to comply with seemingly minor formatting rules can mean instant disqualification before a reviewer even opens the technical volume. This article explains how to meet DoD SBIR formatting requirements and avoid administrative rejection, saving you from costly mistakes and keeping your proposal in contention.

Understanding DoD SBIR Proposal Volumes

Every DoD SBIR submission includes multiple required volumes, each serving a distinct purpose. Understanding the structure and expectations of each one is essential for full compliance.

Volume 1: Proposal Cover Sheet

Completed directly in the DSIP portal, the Cover Sheet captures basic proposal and applicant details. It must be filled out completely and accurately. The information here—such as your UEI number and contact information—feeds into other documents and must match across volumes.

Volume 2: Technical Volume

This is the core of your proposal. It includes your problem statement, technical approach, potential benefits, and team qualifications. Most DoD components impose strict page limits—often 20 pages for Phase I and 40 for Phase II—including figures and tables. Going over even by one page can result in disqualification.

Volume 3: Cost Volume

Also completed in DSIP, this volume outlines your budget. While the system calculates totals automatically, you may be required to upload a detailed budget spreadsheet. These attachments must be short, clear, and properly formatted.

Volume 4: Company Commercialization Report (CCR)

This auto-generated report pulls from your company’s prior SBIR/STTR performance and must be reviewed for accuracy. Firms with no prior awards still need to complete this volume with “not applicable” or similar placeholders, as allowed.

Volume 5: Supporting Documents

Here you upload letters of support, resumes, subcontractor documents, and more. Each item has its own page limit (e.g., 2 pages for resumes). Excessive or padded documents don’t help—and may hurt.

Volume 6: Fraud, Waste, and Abuse Certificate

Completion of FWA training is mandatory. The certificate must be uploaded as a fixed 3-page PDF—no alterations allowed.

Common Formatting Pitfalls Leading to Rejection

Administrative rejections happen before a proposal even reaches technical review—and they’re often due to avoidable formatting issues. These are the most frequent culprits:

Exceeding Page Limits

If the solicitation says 20 pages, it means exactly 20. This includes all figures, tables, and references unless explicitly stated otherwise. Some agencies stop reading at the limit; others disqualify you entirely. Always confirm your PDF matches the final page count after upload—conversion glitches can add unwanted pages.

Incorrect File Format

All uploaded documents must be in PDF format. Do not submit Word docs, PowerPoint slides, or other file types. Avoid embedding dynamic content (e.g., videos or spreadsheets), which can corrupt your file or prevent opening.

Non-Compliant Font and Margin Settings

DoD requires standard fonts (e.g., Times New Roman, Arial) at 10-point minimum, with 1-inch margins on all sides. Smaller fonts, narrower margins, or reduced line spacing are considered non-compliant—even if everything fits within the page count.

Missing Required Sections

Leaving out a required section—even unintentionally—can result in automatic rejection. For instance, omitting a mandated commercialization plan or skipping the FWA training certificate means your proposal is incomplete and non-compliant.

Incorrect or Incomplete DSIP Submission

Failing to hit “Submit” or skipping the final certification step in DSIP is a common and fatal mistake. Your proposal will stay in “In Progress” and won’t be reviewed.

Best Practices for Proposal Formatting

Avoiding disqualification isn’t just about not breaking the rules—it’s also about presenting your proposal in a way that’s easy to read, understand, and evaluate. These formatting habits can make a measurable difference:

Use Clear Section Headings

Well-labeled sections help reviewers quickly find what they’re looking for. Stick to the structure suggested in the solicitation (e.g., Objectives, Technical Approach, Key Personnel). Avoid creative or vague headings that could obscure content.

Maintain Consistent Formatting

Use the same font, heading styles, bullet formatting, and spacing throughout your document. Inconsistent styling looks unprofessional and distracts reviewers from your content.

Preserve Readability with White Space

Don’t crowd the page. Use paragraph breaks, margins, and white space to guide the eye. Large, unbroken blocks of text are fatiguing—even if they fit within the page limit.

Choose Clarity Over Density

Be concise, but don’t sacrifice clarity to squeeze in more words. A clear, well-structured explanation is more persuasive than a dense, jargon-filled paragraph that tries to do too much.

Embed, Don’t Attach

If supporting visuals—like system diagrams or workflow charts—are critical to understanding your proposal, embed them in the body of the Technical Volume (and count them toward the page limit). Don’t relegate them to appendices unless specifically allowed.

Component-Specific Formatting Requirements

Formatting rules can vary significantly between DoD components. Always refer to the specific solicitation, but here’s a quick reference:

Submission Process via DSIP

Submitting through the Defense SBIR/STTR Innovation Portal (DSIP) is mandatory for all DoD SBIR proposals. Here’s what you need to know to ensure a compliant and complete submission.

Registration and Account Setup

Start early. Registration involves creating both a DSIP account and linking your company profile. Only the authorized Corporate Official (CO) can submit the proposal, so be sure roles are properly assigned.

Uploading Your Proposal

Each volume must be uploaded individually into its assigned slot. Double-check file types (PDF only), file names (no special characters), and that every required document is present. The Technical Volume must be submitted as one complete PDF—not split into separate sections.

Final Certification and Submission

After all volumes are uploaded, your CO must complete the DSIP certification and click the final “Submit Proposal” button. Until this step is completed, your proposal is not submitted—even if all volumes are uploaded. Check DSIP to confirm the status is “Submitted,” not “In Progress.”

DSIP Tip
You can revise and re-upload any volume up until the submission deadline—but only if you haven’t clicked “Submit.” After submission, no changes are allowed.

Final Checklist Before Submission

Before clicking “Submit” in DSIP, use this checklist to make sure everything is in place. Missing even one item can cost you the opportunity.

Pro Tip
Submit your proposal 48 hours before the deadline to avoid last-minute upload errors or DSIP slowdowns.