When Are Awards Announced?

What to Expect When You’re Expecting Federal Funding

You’ve spent weeks—maybe months—perfecting your SBIR or STTR proposal. Late nights, endless revisions, and finally, with a mix of relief and anticipation, you hit “submit.” Now what?

For many small businesses, this is when the real challenge begins: waiting. The period between submitting your proposal and hearing back about your award can feel like an eternity, especially when your business plans, hiring decisions, and financial runway hang in the balance.

“One of the biggest sources of stress for first-time SBIR applicants isn’t writing the proposal—it’s the uncertainty afterward,” says Matthew Weinberg, former senior advisor in the Small Business Administration’s Office of Investment and Innovation. “Companies often underestimate how long the review process takes, which can lead to unrealistic expectations and cash flow challenges.”

Understanding the typical timelines for SBIR/STTR awards isn’t just about managing your anxiety (though that’s certainly a benefit). It’s about making smart business decisions, setting appropriate expectations with stakeholders, and planning effectively for your company’s future—regardless of whether your proposal is ultimately funded.

Let’s demystify the waiting game and explore what really happens after you submit an SBIR or STTR proposal.

What Happens After You Submit an SBIR/STTR Proposal?

That moment when you submit your proposal might feel like the end of a journey, but for the federal agencies reviewing your submission, it’s just the beginning. Your proposal embarks on a carefully structured evaluation process designed to identify the most promising innovations and capable teams.

Step 1: Administrative and Compliance Review

Before your proposal ever reaches a technical evaluator, it undergoes a thorough compliance check. During this stage, agency staff verify that your submission meets all the basic requirements:

Was it submitted on time?
Does your business meet eligibility criteria?
Did you complete all required forms and certifications?
Does your proposal follow formatting guidelines?
Did you address all required elements in your technical volume?

This initial screening typically takes 2-4 weeks. Proposals that fail to meet these basic requirements may be rejected without further review, which is why attention to administrative details is so important.

Step 2: Technical and Scientific Merit Review

Once your proposal clears the compliance hurdle, it moves to the most critical evaluation phase: technical review. This is where subject matter experts evaluate the scientific and technical merit of your innovation.

Depending on the agency, this review might be conducted by:

Internal agency scientists and engineers
External peer reviewers from academia or industry
A combination of internal and external experts

Reviewers typically assess your proposal against criteria such as:

Innovation and originality
Technical feasibility
Qualifications of the research team
Commercial potential
Alignment with agency mission and needs

This phase is typically the longest part of the evaluation process, often taking 2-3 months to complete.

Step 3: Program Manager Review and Final Selection

After technical reviews are compiled, program managers step in to make final award decisions. They consider not only technical scores but also:

Available funding
Portfolio balance
Agency priorities
Potential impact
Unique considerations for specific topics

Program managers may have additional questions at this stage, sometimes reaching out to applicants for clarification before making final decisions.

Step 4: Notification and Award Processing

Finally, after all evaluations are complete, applicants receive notifications—usually by email or through the submission portal. For successful proposals, this begins another process of paperwork, negotiations, and administrative steps before funds are actually disbursed.

The entire process—from submission to notification—varies by agency but typically takes several months. Understanding this timeline is crucial for managing your business while you wait.

General Timeline Expectations by Phase

While every agency has its own review process and timing, some general patterns emerge when looking at SBIR/STTR award timelines.

Phase I Timeline

For Phase I proposals, most agencies notify applicants within 3 to 6 months after the submission deadline. This period includes all the review steps we outlined above, plus administrative processing.

After notification, there’s typically another period—ranging from a few weeks to a couple of months—before the actual award is formalized and funding begins. This post-notification period often involves contract negotiations, budget adjustments, and additional paperwork.

Phase II Timeline

Phase II proposals generally take longer to evaluate, with most agencies providing notification within 4 to 7 months after submission. The increased timeline reflects the larger potential investment and more complex evaluation required for Phase II projects.

For “open” Phase II submissions (where you apply for Phase II after completing Phase I), the process typically begins near the end of your Phase I period. For “Fast-Track” applications (where Phase I and Phase II are reviewed simultaneously), the initial review time is longer, but you may transition to Phase II funding more quickly.

Important Note: These are general estimates—actual timelines vary by agency and funding cycle. Never make critical business decisions based solely on these typical timeframes without checking specific agency guidelines.

Timeline Differences by Agency

Each federal agency administers its SBIR/STTR program differently, leading to significant variations in review timelines. Here’s what you can typically expect from the major funding agencies:

National Institutes of Health (NIH)

The NIH follows a structured review process tied to regular council meetings:

Review Timing: Approximately 6 months from submission to notification
Key Dates: Three main receipt dates per year (January, April, September)
Council Meetings: Applications are assigned to specific councils that meet on fixed dates
Special Feature: NIH provides score information before final decisions, giving applicants early insight

Dr. Sarah Johnson, a biotech entrepreneur who has secured multiple NIH SBIR grants, advises: “NIH’s timeline is longer but more predictable than some other agencies. Use their ‘eRA Commons’ system to track your application status, and pay attention to which council your application is assigned to—that tells you exactly when to expect a decision.”

Department of Energy (DOE)

The DOE typically operates on an annual or semi-annual cycle for SBIR/STTR proposals:

Review Timing: Approximately 4-5 months from submission to notification
Funding Start: Usually 1-2 months after notification
Process Note: DOE often releases initial “selection” notifications before final award negotiations

Department of Defense (DoD)

The DoD’s SBIR/STTR process varies significantly across its component agencies (Army, Navy, Air Force, DARPA, etc.):

Review Timing: Generally 3-6 months, but can vary widely
Solicitation Frequency: Multiple announcements throughout the year
Component Variation: Each military branch follows slightly different timelines
Direct-to-Phase II: Expedited process for certain mature technologies

“DoD timelines can be particularly challenging to predict,” notes Weinberg. “The best approach is to contact the specific component’s SBIR program office for their historical average response times.”

National Science Foundation (NSF)

The NSF has one of the more transparent review processes:

Review Timing: Typically 4-6 months from submission to notification
Phases: Includes a “Project Pitch” pre-proposal step that receives quick feedback
Communication: Usually provides detailed feedback regardless of funding decision

NASA

NASA’s SBIR/STTR program operates on a reliable annual cycle:

Review Timing: About 5-6 months from submission to notification
Solicitation Release: Typically early in the calendar year
Awards Announced: Usually in late spring/early summer
Feedback: Provides detailed reviewer comments

Other Agencies (USDA, EPA, DOT, etc.)

Smaller SBIR programs typically follow annual solicitation cycles with review periods of 4-6 months. Each has unique aspects:

USDA: Often announces awards in batches throughout a multi-month period
EPA: Typically has a single annual solicitation with a 5-6 month review
DOT: Review times can vary significantly across different DOT administrations

Pro Tip: Always check the specific solicitation announcement for the most accurate timeline information. Agency websites and SBIR.gov frequently update expected notification dates.

How to Find Agency-Specific Announcement Schedules

Instead of relying on general estimates, smart SBIR/STTR applicants track agency-specific timelines. Here’s how to find the most accurate information:

1. Visit the Agency’s SBIR Program Website

Each agency maintains a dedicated SBIR/STTR program page with current solicitation information. For example:

2. Look for Key Dates Sections

Within each active solicitation, search for sections labeled:

“Key Dates”
“Submission Timeline”
“Important Deadlines”
“Award Schedule”

These sections typically outline the entire process from submission deadline through expected award dates.

3. Check Historical Patterns

If current information isn’t available, look at past award announcements:

When were previous solicitations released?
How long after submission were awards announced?
Does the agency follow a consistent annual pattern?

Many agencies maintain archives of past solicitations that can help you identify patterns.

4. Set Up Calendar Tracking

Create a personalized award timeline tracker:

Mark the submission date
Add the earliest possible notification date (from agency guidelines)
Add the latest expected notification date (add 1-2 months buffer)
Set intermediate check-in dates to monitor status

Most SBIR/STTR programs offer email updates or newsletters that announce key dates and changes. Subscribe to stay informed about:

New solicitation releases
Deadline extensions
Award announcement dates
Program changes

Helpful Resource: SBIR.gov maintains a comprehensive list of open and upcoming solicitations across all agencies, with links to detailed information.

What You’ll Receive When an Award Is Announced

After months of waiting, how will you know if your proposal was selected? The notification process varies by agency, but generally follows predictable patterns.

Initial Notification

Most agencies provide initial notification via email. This communication typically:

Comes from a program officer or automated notification system
Indicates whether your proposal was selected or declined
Provides a brief explanation or score summary
Outlines next steps (if selected)

For example, NSF typically sends an email with the subject line “NSF SBIR/STTR Phase I Notification” that clearly states whether your proposal was recommended for award or declined.

Selection vs. Award

It’s important to understand the distinction between “selection” and “award.” Many agencies first notify you that your proposal has been selected, but this doesn’t guarantee immediate funding. The formal award process often requires:

Additional documentation
Budget negotiations
Certification of business information
Completion of administrative requirements

This post-selection process can take anywhere from a few weeks to several months, depending on the agency and the complexity of your project.

Formal Award Documentation

Once all requirements are satisfied, you’ll receive formal award documentation, which might include:

For Contracts (mainly DoD): A formal contract with detailed terms, deliverables, and payment schedule
For Grants (NIH, NSF, etc.): A Notice of Award (NoA) outlining grant terms and payment procedures
For Cooperative Agreements: A detailed agreement specifying joint responsibilities between your company and the agency

These documents are legally binding and should be reviewed carefully, ideally with legal counsel experienced in government contracts.

Tracking Your Status

While waiting for notification, you can often check your proposal status:

NIH: eRA Commons system shows application status updates
DoD: Most components provide status through their submission portals
NSF: FastLane system shows current status
Other Agencies: May provide status through their respective submission systems

Regular status checks can help manage your expectations and planning during the waiting period.

What If You Don’t Hear Back?

The waiting period can be agonizing, especially when it stretches beyond expected timeframes. If you find yourself in notification limbo, don’t panic—this is common in the SBIR/STTR world.

When to Follow Up

As a general rule, wait until after the expected notification date before making inquiries. If the solicitation indicated notifications by June 15th, for example, wait until at least a week after that date before reaching out.

If no specific date was provided, consider these guidelines:

Phase I: Wait at least 4 months after submission
Phase II: Wait at least 5 months after submission
Add 2-4 weeks if the submission deadline was extended

How to Follow Up Professionally

When you do reach out, maintain professionalism:

Email is preferable to phone calls for initial inquiries
Keep your message brief and respectful
Include your proposal number and title
Ask about status, not for a decision

Here’s a sample inquiry email:

Subject: Status Inquiry - SBIR Proposal [Number]

Dear [Program Officer Name],

Our company, [Company Name], submitted proposal #[Proposal Number] titled "[Proposal Title]" to the [Agency] SBIR solicitation [Solicitation Number] on [Submission Date].

The solicitation indicated that award notifications were expected by [Expected Date]. As we haven't received any communication yet, I'm writing to inquire about the current status of our proposal and whether there's an updated timeline for notifications.

Thank you for your assistance. I understand that review processes can take time, and we appreciate your consideration of our proposal.

Sincerely,
[Your Name]
[Contact Information]

Interpreting Delayed Responses

Delays can occur for many reasons, not all of which are negative:

Review panels may be backlogged
Budget authorizations might be pending
Your proposal could be on a “waiting list” pending funding availability
Administrative issues might be slowing the process

A delay does not necessarily indicate a rejection. Many successful SBIR/STTR recipients report longer-than-expected waiting periods before receiving good news.

When to Move On

If you’ve received no response despite multiple follow-up attempts over several months, it may be time to shift focus. Consider:

Planning your next proposal submission
Exploring alternative funding sources
Moving forward with scaled-down research plans
Seeking feedback to strengthen future applications

Remember that SBIR/STTR programs are highly competitive, with success rates typically between 10-20%. Many successful companies weren’t funded on their first attempt.

Planning Ahead: How to Manage Uncertainty

The waiting period doesn’t have to be passive. Smart entrepreneurs use this time strategically to position themselves for success—regardless of the funding outcome.

Financial Planning for the Waiting Period

Never build your immediate business plans around the assumption of SBIR/STTR funding:

Maintain at least 6-9 months of operating runway beyond your expected notification date
Develop contingency budgets for both positive and negative outcomes
Identify bridge funding options such as angel investment, non-dilutive grants, or strategic partnerships
Consider a “slow burn” strategy to extend your runway during the waiting period

Michael Chen, founder of a materials science startup that secured SBIR funding after a 7-month wait, advises: “Assume it will take twice as long as they say. Then plan your cash flow accordingly. We slowed down hiring and took on some consulting work to create buffer room in our budget.”

Technical Advancement During the Wait

Don’t put your research and development on hold:

Continue foundational work that doesn’t require the full SBIR/STTR budget
Generate preliminary data that could strengthen a resubmission if needed
Refine your technical approach based on new insights or market feedback
Document all progress carefully—it strengthens your position for Phase II or resubmission

Relationship Building

Use the waiting period to strengthen relationships with key stakeholders:

Stay connected with potential customers who might benefit from your innovation
Nurture partnerships with research institutions or strategic collaborators
Network with other SBIR/STTR recipients in your field
Establish contact with investors who might be interested if you receive the award

Preparing for Success

If you receive funding, you’ll need to hit the ground running:

Draft project management plans for rapid implementation
Identify key hires needed once funding is secured
Research equipment vendors for necessary purchases
Develop detailed milestone timelines for your proposed work

This preparation ensures you can make efficient use of SBIR/STTR funds when they arrive, maximizing what you can accomplish during the funded period.

Preparing for Rejection

Even the best proposals sometimes get rejected. Preparing for this possibility isn’t pessimistic—it’s strategic:

Request reviewer feedback if available (especially valuable from NIH and NSF)
Identify aspects of your proposal that could be strengthened
Research upcoming solicitation opportunities for resubmission
Explore alternative funding mechanisms aligned with your technology
Consider pivoting aspects of your approach based on market feedback

Many successful SBIR/STTR companies faced initial rejection before ultimately securing funding. Using rejection as a learning opportunity can significantly strengthen your next submission.

The Bottom Line

The SBIR/STTR waiting game is challenging, but understanding the process can help you navigate it successfully. Instead of viewing the waiting period as lost time, treat it as a strategic opportunity to position your company for success.

“The companies that thrive in the SBIR/STTR program are those that master the art of patience without becoming passive,” says Weinberg. “They use the waiting period productively and build resilience into their business models.”

Remember that federal funding operates on government timelines, not startup timelines. By adjusting your expectations and planning accordingly, you can harness the tremendous potential of SBIR/STTR funding while minimizing the stress of uncertainty.

Whether you receive funding or not, the discipline of planning for uncertainty builds valuable business skills that will serve your company well beyond the SBIR/STTR process. That’s something worth waiting for.

Tagged: sbir101

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