NASA SBIR Phase I Proposal Guide

Introduction

Preparing a proposal for NASA’s SBIR Phase I program can feel like a high-stakes puzzle—especially if it’s your first time applying. Between the technical requirements, strict formatting rules, and unfamiliar online systems, it’s easy to overlook something important. But with the right guidance, even newcomers can craft a competitive submission.

This step-by-step guide is written specifically for U.S. small businesses with innovative technologies that match NASA’s mission needs. We’ll walk you through every stage—from confirming eligibility and completing required registrations, to writing each section of your proposal and submitting it on time. Whether you’re a startup or a seasoned small business venturing into government R&D for the first time, this guide will help you get your Phase I proposal off the ground.

Check Eligibility Before You Start

Before you invest time writing your proposal, make sure your business meets NASA’s SBIR eligibility rules. These requirements are strict—missing even one can disqualify your submission.

Business Requirements

Your company must be a for-profit small business, located in the U.S., with no more than 500 employees (including affiliates). At least 51% of the business must be directly owned by U.S. citizens or permanent residents.

Principal Investigator (PI)

You must name a Principal Investigator who will lead the technical work. For NASA, the PI must be primarily employed by your company (meaning they work >50% of their time there) by the time of award and throughout the project. Using a university professor or anyone with full-time employment elsewhere can be a problem unless they formally change their employment status.

Workshare and Location

NASA requires that at least two-thirds (67%) of the research in Phase I be done in-house by your small business. You can subcontract up to 33% of the work, but proposals that outsource more will be rejected. All work must be performed in the United States unless you request a rare waiver with proper justification.

Technology Topic Fit

Your proposal must respond directly to a specific subtopic in NASA’s current SBIR solicitation. If it doesn’t match the subtopic you select, NASA won’t consider it—even if the idea is technically strong.

Other Restrictions

NASA does not accept proposals from companies that are majority-owned by venture capital or private equity firms. Joint ventures are allowed only if the joint entity itself qualifies as a small business under SBIR rules.

Proposals that outsource more than 33% of Phase I work will be deemed ineligible and rejected.

Ensure your workshare plan keeps at least two-thirds of R&D in-house, as required by SBIR policy (13 CFR 121.702).

Register with Required Systems Early

You can’t submit a NASA SBIR proposal until your business is registered in several federal systems. Some of these registrations can take weeks, so it’s essential to start early.

Understand the Solicitation & Choose a Topic

Each year, NASA releases a new SBIR Phase I solicitation outlining the technologies it seeks. Your proposal must be a direct response to one of the listed subtopics—there’s no flexibility here. Choosing the right topic is a critical early decision.

Find the Current Solicitation

NASA’s current SBIR Phase I solicitation is posted on both SBIR.gov and NASA’s SBIR portal. Download the PDF and read it thoroughly—especially Sections 3 and 6, which explain formatting and submission rules.

Browse Technology Topics

The heart of the solicitation is Section 9, where NASA lists the specific topics and subtopics it wants proposals for. These are grouped by mission directorate (like Human Exploration or Science) and cover areas such as propulsion, autonomy, sensors, and more. Read each subtopic carefully to understand what’s being requested.

Match Your Innovation

Your technology must clearly align with the subtopic you select. NASA will not reassign it if you choose poorly. Use the subtopic’s terminology in your proposal and show how your innovation supports NASA’s stated mission goals.

Ask Clarifying Questions (Early)

During the open period, NASA often hosts webinars or AMAs (Ask Me Anything) to answer proposer questions. Use these to clarify any ambiguities in the topic descriptions. Don’t reach out to topic authors directly; instead, submit questions through the official contact method listed in the solicitation.

NASA will not reassign a misaligned proposal to another topic—even if it’s technically sound.

It’s your responsibility to pick a topic that clearly matches your idea.

Mark the Deadline

NASA SBIR Phase I proposals are typically due 8–10 weeks after the solicitation opens. Deadlines are strict—usually 5:00 PM ET on the final day—and late submissions are not accepted under any circumstance.

Build a Strong Proposal Package

NASA SBIR proposals require multiple components, not just a single PDF upload. You’ll submit your package through NASA’s ProSAMS system, which guides you through each form and attachment. Here’s a breakdown of what you’ll need:

Proposal Cover Sheet

This online form captures your company information, topic/subtopic number, PI details, and proposal title. Your title should be clear and descriptive—avoid vague phrasing like “Study of” or “Development of.”

Certifications

You must attest to several SBIR-specific compliance statements, including small business eligibility, PI employment, and foreign disclosure. Misrepresenting your status can lead to rejection or penalties, so answer truthfully.

Abstract

NASA requires a public-facing abstract that summarizes your innovation, objectives, and benefits. Keep it non-confidential—NASA will publish this summary if your proposal is selected.

Technical Proposal (15 Pages Max)

This PDF is the heart of your submission. NASA mandates that it follow a strict 9-part structure:

1. Innovation significance
2. Technical objectives
3. Work plan
4. Related R&D
5. Key personnel and qualifications
6. Market opportunity
7. Commercialization approach
8. Company capabilities
9. Similar or related proposals

Use headings and subheadings to organize clearly, and follow NASA’s formatting rules to the letter (font size, margin width, etc.).

Budget

You’ll enter budget details in an online form. Include direct labor, fringe, overhead, materials, and any subcontractor costs. NASA provides a worksheet to help calculate indirect rates. Keep costs realistic—overinflated budgets are flagged during review.

Briefing Chart & Other Forms

NASA requires a one-page PowerPoint-style chart summarizing your proposal. Additional forms may include TABA (technical and business assistance) requests and foreign disclosure declarations.

Write for NASA Reviewers

Submitting a compliant proposal is just the beginning. To be competitive, your proposal needs to be clear, compelling, and easy for reviewers to score. NASA evaluates each Phase I submission using three core criteria:

1. Scientific/Technical Merit and Feasibility
2. Relevance to NASA Needs
3. Commercial Potential and Innovation

Align With NASA’s Scoring Priorities

Reviewers look for proposals that demonstrate a deep understanding of the technical challenge and clearly explain how your innovation addresses it. Use the exact language from the subtopic description when describing alignment. If the topic mentions a specific performance metric (e.g., power-to-weight ratio or spectral range), cite how your solution meets or exceeds it.

Use Clear, Reviewer-Friendly Writing

Avoid jargon unless it’s absolutely necessary, and define all acronyms on first use. NASA reviewers come from various technical backgrounds, so write for intelligent non-specialists in your field. Use headings, short paragraphs, and labeled figures to break up the text. Reviewers are reading dozens of proposals—make yours a pleasant one to review.

Follow All Formatting Rules

NASA strictly enforces formatting compliance. The technical proposal must be no more than 15 pages total, with 1-inch margins and 10-point font or larger. Proposals that violate page limits or submit files in the wrong format will not be reviewed.

Don’t risk rejection over formatting.

Proposals that exceed page limits or use improper font sizes will be automatically disqualified—check your layout carefully before submitting.

Timeline Planning and Final Tips

The best NASA SBIR proposals aren’t rushed—they’re built over several weeks with time for review, revision, and system prep. Here’s how to manage your time and avoid last-minute setbacks.

Build a Backwards Timeline

Start with the proposal due date and work backwards. Allocate time for each step: finalizing your topic, drafting the technical proposal, collecting forms, and entering data into ProSAMS. Budget at least two weeks for internal review and document polishing.

Coordinate with Your Team

Even small businesses often involve multiple contributors: the PI, financial lead, a graphic designer for your briefing chart, etc. Assign roles early and hold check-ins to keep everyone aligned. If you’re subcontracting any work, be sure their details are finalized and included in your budget.

Test the Submission System

Before the final week, log into ProSAMS and walk through the interface. Upload a draft version of your technical proposal and check that it appears correctly. ProSAMS accepts only certain file types, and uploads can fail due to size or format issues.

Submit Early

Don’t wait until the last day. Servers crash, internet connections drop, and uploads time out. NASA SBIR proposals are due at 5:00 PM Eastern—and that means 5:00 sharp, not 5:01.

After Submission

Once submitted, you’ll receive a confirmation via ProSAMS. Awards are usually announced several months later. In the meantime, retain all your files and be ready to respond if NASA requests clarifications or additional documentation.