SayPro Tender/Proposal Checklist Template

Tender/Proposal Checklist Template
A template to guide participants in ensuring that all aspects of the proposal are covered

1. Proposal Overview & Administrative Details

Checklist Item	Description	Status (✅ / ❌ / N/A)
Tender/Proposal Reference	Verify that the correct tender number and title are included.	⬜
Client Details	Ensure the proposal is addressed to the correct client contact person and department.	⬜
Submission Deadline	Confirm that the correct deadline date and time are noted.	⬜
Submission Method	Verify whether the submission is electronic, email, or hard copy, and follow the correct process.	⬜
Document Naming Conventions	Ensure the file is named as per client instructions (e.g., SayPro_Proposal_[ProjectName]_[Date].pdf).	⬜
SayPro Contact Information	Include SayPro’s official address, email, and contact details for correspondence.	⬜

---

2. Proposal Content Completeness

Checklist Item	Description	Status (✅ / ❌ / N/A)
Cover Page	Includes SayPro logo, proposal title, project reference number, and client name.	⬜
Executive Summary	Provides a concise overview of SayPro’s solution, key benefits, and value proposition.	⬜
Introduction	Clearly introduces SayPro, its expertise, and the purpose of the proposal.	⬜
Understanding of Client Needs	Demonstrates a thorough understanding of client requirements and challenges.	⬜
Proposed Solution/Methodology	Outlines how SayPro will deliver the project, including technical and operational details.	⬜
Project Plan & Implementation Timeline	Provides a step-by-step timeline of project phases, milestones, and key deliverables.	⬜
Financial Proposal & Pricing Breakdown	Includes detailed costing, payment terms, and financial justification.	⬜
Risk Management Plan	Identifies potential risks and mitigation strategies to ensure project success.	⬜
Team & Key Personnel	Lists SayPro’s qualified experts and their roles in the project.	⬜
Case Studies & Past Performance	Includes relevant past projects, success stories, and client testimonials.	⬜
Legal & Compliance Documents	Attaches required certifications, licenses, and declarations of compliance.	⬜

---

3. Formatting & Branding Compliance

Checklist Item	Description	Status (✅ / ❌ / N/A)
SayPro Branding Applied	Uses SayPro’s official logo, color scheme, and typography.	⬜
Consistent Font & Formatting	Text uses Arial, 11pt for body text; 14pt+ for headings.	⬜
Proper Use of Tables, Diagrams & Charts	Ensures visuals are clear, relevant, and well-labeled.	⬜
Headers, Footers & Page Numbers	All pages include SayPro branding and are correctly numbered.	⬜
Table of Contents	Includes correctly numbered sections and appendices.	⬜
Document Proofread for Spelling & Grammar	Conducted final grammar, spelling, and readability checks.	⬜

---

4. Financial & Budget Accuracy

Checklist Item	Description	Status (✅ / ❌ / N/A)
Cost Breakdown	Clearly itemized budget, including direct and indirect costs.	⬜
Pricing Format Follows Client Requirements	Uses the required currency, tax inclusions, and financial format.	⬜
Payment Terms Clearly Stated	Includes details on invoicing, deposits, and milestone-based payments.	⬜
Budget Justification & Cost Efficiency	Provides reasoning for costs and highlights SayPro’s value-for-money offering.	⬜

---

5. Legal, Compliance & Supporting Documents

Checklist Item	Description	Status (✅ / ❌ / N/A)
Business Registration Certificate	Proof of SayPro’s legal business registration.	⬜
Tax Clearance Certificate	Confirms that SayPro is in good standing with tax authorities.	⬜
Insurance & Liability Documents	Includes relevant liability insurance, if required.	⬜
Non-Disclosure Agreement (NDA)	Signed NDA, if applicable.	⬜
Conflict of Interest Statement	Declares any potential conflicts of interest.	⬜
Client-Requested Certifications	Includes any additional client-requested documents.	⬜

---

6. Submission Process & Confirmation

Checklist Item	Description	Status (✅ / ❌ / N/A)
Submission Deadline Met	Proposal is ready for submission at least 24 hours before the deadline.	⬜
Correct Submission Medium Used	Confirm whether submission is via email, online portal, or hard copy.	⬜
File Format Complies with Client Requirements	Proposal is in PDF, Word, Excel, or other required format.	⬜
Email Submission Confirmation Received	If submitted via email, client has acknowledged receipt.	⬜
Online Portal Submission Verified	If submitted via an online portal, a submission receipt or tracking ID is saved.	⬜
Hard Copy Submission Proof Obtained	If delivered physically, a signed delivery receipt is on file.	⬜

---

7. Post-Submission Follow-Up

Checklist Item	Description	Status (✅ / ❌ / N/A)
Thank-You Email Sent	Acknowledges the opportunity and keeps communication open.	⬜
Follow-Up Plan Established	Set reminders for client follow-ups regarding proposal status.	⬜
Next Steps Prepared	If shortlisted, be ready for presentations, Q&A sessions, or contract negotiations.	⬜

---

Conclusion

This SayPro Tender/Proposal Checklist Template ensures all aspects of the proposal are covered, helping SayPro submit complete, accurate, and professional bids.