NASA SBIR Phase I Proposal Checklist

Introduction

Preparing a successful NASA Phase I SBIR proposal requires more than a good idea. It demands precise compliance with formatting rules, thorough documentation, and a clear connection to NASA’s mission objectives. Many strong concepts are rejected simply because they didn’t follow the instructions or failed to show alignment with the agency’s needs. That’s why having a practical, end-to-end checklist is essential—not just for meeting deadlines, but for crafting a proposal that stands out in a highly competitive review process.

Confirm Eligibility Early

Before you invest time drafting your proposal, double-check that your business meets NASA’s SBIR eligibility requirements. Your company must be a for-profit U.S. small business with fewer than 500 employees and at least 51% U.S. ownership. If your business is part of a joint venture or has investment from venture capital or private equity, make sure you still meet these criteria under SBIR guidelines.

Equally important is the status of your Principal Investigator (PI). NASA requires that the PI be primarily employed by your business at the time of award and not employed full-time elsewhere. This is a common source of disqualification—one that’s avoidable if confirmed early. Also, note that all research must be performed in the U.S. unless NASA explicitly approves a foreign exception, which is rare.

Identify the Right Topic/Subtopic

Each NASA SBIR Phase I solicitation includes a detailed list of technical subtopics. Your proposal must target one—and only one—of these. Choosing the right subtopic isn’t just a paperwork formality; it determines how well your proposal fits NASA’s current mission needs and how it’s evaluated.

Carefully read the subtopic descriptions in the solicitation. Look for explicit “desired outcomes” and “deliverables,” and assess how well your innovation addresses those. If your idea only partially overlaps, consider modifying your approach or selecting a better-fitting subtopic. Proposals that closely align with the stated goals of the subtopic stand a much better chance of being funded.

It’s also wise to search past NASA award databases to see which ideas have previously been funded under similar subtopics. This can help validate your approach and show how your idea builds on or improves the current state of the art.

Complete Registrations Early

NASA requires several registrations before you can submit your Phase I SBIR proposal—and each system has its own timeline. Start these as early as possible to avoid last-minute issues that could delay or block your submission.

Begin with the SBIR.gov Company Registry. This will generate your SBC Control ID, which you’ll need throughout the proposal process. Next, register (or renew) your company in SAM.gov to obtain a valid Unique Entity ID (UEI). Keep in mind that SAM registration can take several weeks, especially if identity verification is required.

Finally, create an account in NASA’s Electronic Handbook (EHB), now housed within the Proposal Submissions and Awards Management System (ProSAMS). You’ll need to designate both a Principal Investigator and a Business Official within the system. These accounts are required to digitally sign and submit your proposal, so make sure all logins and roles are correctly set up.

Build a Strong Proposal Team

NASA looks closely at the qualifications of your Principal Investigator (PI), co-investigators, and any consultants or subcontractors you include in your proposal. Beyond checking boxes, your team’s technical and commercial experience should clearly align with the project’s goals.

Start with your PI. Their resume should show relevant expertise in the proposed area of research, and their time commitment must reflect their central role. If your proposal includes specialized tasks (e.g., materials testing or software integration), bring in consultants or subcontractors with proven backgrounds in those areas.

Make contact early with any outside contributors to obtain letters of commitment. These letters must confirm their willingness to participate, define their roles, and match the budget allocation stated in your proposal. If you plan to use unique facilities—whether from NASA or another organization—reach out to secure written agreements in advance.

Gaps in your team’s expertise aren’t necessarily disqualifying—but you must acknowledge them and show how you’ll address them. NASA values transparency and realistic planning.

Gather NASA Resources (If Needed)

If your proposal involves using NASA facilities, technology, or intellectual property, you must begin coordination well before submission. This includes requesting access to NASA Test and Analysis Tools (TAV), licensed patents, or specialized lab space.

First, determine if your project benefits from any available NASA technology. If so, you’ll need to complete a NASA Evaluation License Application to use that intellectual property. NASA’s SBIR website provides links to these forms. Submit your request early, as approvals can take time.

For facility use, identify the specific NASA center and facility you’ll need. Contact the facility’s resource manager and obtain a written commitment letter. This letter must confirm that the resource will be available for your project during the proposed Phase I timeline. Include the letter in your final proposal package.

These documents aren’t just administrative add-ons—they’re required for proposal compliance. If you reference any NASA IP or facilities but fail to include the correct forms and letters, your proposal risks administrative rejection.

Draft the Proposal Document

NASA requires a specific nine-part structure for all Phase I SBIR proposals—and deviating from it can hurt your chances of funding. Each section has a purpose in the evaluation process, so follow the order, use the exact headings, and stay within the 15-page limit for the technical content.

Take care to write clearly and concisely—NASA reviewers are technical experts but appreciate well-organized content. Where possible, use charts or visuals to explain processes, but make sure all graphics stay within the 15-page technical limit.

Stay Within Formatting and Page Limits

NASA enforces strict formatting rules, and violating them can result in automatic rejection—regardless of proposal quality. That’s why it’s critical to double-check every layout detail before uploading your submission.

Your technical proposal must be a single PDF document no longer than 15 pages. This includes all text, images, charts, and tables. Use standard 8.5" x 11" pages with 1-inch margins and a minimum 10-point font size. Do not add appendices, cover letters, or unsolicited attachments unless specifically requested in the solicitation.

Graphics should support—not clutter—your narrative. Place them thoughtfully to reinforce key points while respecting the page count. Consider using footers with your company name and proposal title to help reviewers keep track of the document.

NASA Phase I proposals cannot exceed 15 pages of technical content
Extra pages are not reviewed and may cause your proposal to be administratively rejected.

By following the format exactly as outlined, you show professionalism—and avoid unnecessary disqualification.

Prepare and Submit Supporting Documents

Beyond the main technical proposal, NASA requires several supplemental documents that must be uploaded through the ProSAMS system. These files support your budget, demonstrate team commitments, and verify access to required resources.

Typical supporting documents include:

• Letters of commitment from subcontractors or consultants
• Facility access letters if you plan to use NASA or government facilities
• NASA Evaluation License Application if you’re leveraging NASA intellectual property
• Foreign Vendor Form, if applicable
• Prior Awards Addendum, if you’ve received multiple previous SBIR/STTR awards
• Briefing chart, which summarizes your project visually for outreach

Each document must align with the details in your technical proposal—especially subcontractor budgets and personnel contributions. Mismatches can flag your submission for review or rejection. Upload only what the solicitation requires; excess materials may be removed or ignored by evaluators.

Finally, leave time to review every uploaded file before submission. The system does not allow changes after the deadline passes.

Submit your proposal early
NASA recommends submitting at least 48 hours before the deadline to avoid upload errors or last-minute technical issues in ProSAMS.

Final Quality Check

Before submitting your proposal, take time to perform a final, structured review. Use the checklist provided in the NASA solicitation as your guide. Ensure every required section is present, correctly labeled, and compliant with formatting and page limits.

Double-check these key areas:

• One subtopic selected and clearly addressed
• All 9 required technical sections are included and labeled
• Budget totals and labor hours align across forms and proposal text
• Supporting documents are complete, signed, and match what’s referenced
• No proprietary or confidential information appears in the abstract or briefing chart

Have a colleague or mentor review the full package, if possible. A second set of eyes can catch formatting issues, typos, or unclear explanations that you might overlook. Remember, NASA reviewers see many proposals—clarity and professionalism make yours easier to evaluate.

Print your final checklist and do a line-by-line confirmation before hitting submit. It’s the simplest way to avoid preventable errors.

Conclusion

A well-prepared NASA Phase I SBIR proposal is more than a technical document—it’s a strategic package that demonstrates your team’s capabilities, your idea’s relevance, and your understanding of NASA’s expectations. By using a clear, step-by-step checklist and starting early, you reduce risks and increase your chances of funding.

Use this guide not just once, but throughout your proposal preparation process. Print it, annotate it, and revisit it often. NASA’s standards are high, but with planning and attention to detail, your proposal can meet them—and stand out.