A template for reviewing proposals before submission to ensure accuracy and completeness
1. Structure of the Proposal Review Sheet
The Proposal Review Sheet is divided into key sections covering all critical aspects of the tender or proposal.
1. General Proposal Information
✔ Proposal Title: Name of the tender/proposal opportunity.
✔ Client Name: Organization issuing the RFP.
✔ Tender/RFP Reference Number: Unique identifier for tracking purposes.
✔ Submission Deadline: Date and time of final submission.
✔ Proposal Lead: Name and contact details of the SayPro team member responsible for the proposal.
✔ Internal Review Date: Date the proposal was reviewed before submission.
✔ Reviewer(s): Name(s) of the individuals conducting the review.
2. Proposal Content Checklist
Each section of the proposal must be reviewed for completeness, accuracy, and clarity.
| Proposal Section | Check (✔/✘) | Comments/Corrections Required |
|---|---|---|
| Cover Page (Client Name, RFP Number, Submission Date) | ||
| Executive Summary (Clear, concise overview of the proposal) | ||
| Scope of Work (Clearly defined project objectives and deliverables) | ||
| Methodology/Approach (Describes how SayPro will execute the project) | ||
| Project Timeline (Includes milestones and completion dates) | ||
| Technical Requirements (Meets all client-specified requirements) | ||
| Financial Proposal (Accurate budget, cost breakdown, and pricing strategy) | ||
| Legal & Compliance Documents (Certifications, licenses, insurance, etc.) | ||
| Staffing Plan (Key personnel, qualifications, and availability) | ||
| Risk Assessment & Mitigation (Potential risks and proposed solutions) | ||
| References & Past Projects (Relevant experience and client testimonials) | ||
| Appendices & Supporting Documents (As required by the RFP) |
3. Compliance & Alignment Review
| Compliance Criteria | Check (✔/✘) | Comments/Corrections Required |
|---|---|---|
| Proposal follows client’s RFP structure and formatting guidelines | ||
| All mandatory client requirements are addressed | ||
| No missing sections or required information | ||
| Legal and financial terms align with SayPro’s policies | ||
| The proposal meets the evaluation criteria outlined in the RFP |
4. Grammar, Formatting & Consistency Check
| Formatting & Presentation | Check (✔/✘) | Comments/Corrections Required |
|---|---|---|
| Professional tone and clear, concise language | ||
| No grammatical, spelling, or typographical errors | ||
| Consistent font, style, and branding elements (logos, colors, etc.) | ||
| Proper alignment of text, tables, and images | ||
| Page numbering and table of contents are correct |
5. Submission Readiness Check
| Final Submission Requirements | Check (✔/✘) | Comments/Corrections Required |
|---|---|---|
| Proposal converted to required file format (PDF, Word, etc.) | ||
| Naming convention follows client’s submission guidelines | ||
| Submission method confirmed (email, portal, or physical submission) | ||
| Attachments and annexes included as per client’s instructions | ||
| Final sign-off by the Proposal Lead |
2. Formatting & Submission Guidelines
To maintain consistency and professionalism, the Proposal Review Sheet should adhere to the following guidelines:
✔ Font & Size: Use Arial or Calibri (12 pt) for readability.
✔ Headings & Subheadings: Clearly labeled sections for easy navigation.
✔ Bullet Points & Tables: Used for clarity in evaluations.
✔ File Format: Submit in PDF or Excel format unless otherwise requested.
✔ Naming Convention: Save as SayPro_ProposalReview_ClientName_2025.pdf.
3. How Participants Should Use the Proposal Review Sheet
Step 1: Complete the Proposal Draft
🔹 Ensure all sections of the proposal are fully drafted before the review.
Step 2: Assign Reviewers
🔹 Designate a proposal review team consisting of members from finance, legal, and technical departments.
Step 3: Conduct a Section-by-Section Review
🔹 Use the Proposal Content Checklist to verify completeness.
🔹 Identify missing information, errors, or inconsistencies.
Step 4: Check Compliance & Formatting
🔹 Verify that all client and regulatory requirements are met.
🔹 Ensure the proposal is professionally formatted and free of errors.
Step 5: Make Necessary Corrections
🔹 Document any required corrections in the Comments/Corrections Required column.
🔹 The proposal team must revise and finalize the document based on feedback.
Step 6: Conduct a Final Submission Check
🔹 Confirm all attachments, certifications, and annexes are included.
🔹 Ensure the proposal is named and formatted correctly for submission.
Step 7: Approve & Submit
🔹 Obtain final approval from the Proposal Lead or SayPro management.
🔹 Submit the proposal through the correct channel before the deadline.
4. Benefits of Using the Proposal Review Sheet
✔ Ensures Proposal Completeness: No missing sections or key details.
✔ Enhances Proposal Quality: Improves readability, accuracy, and professionalism.
✔ Increases Compliance: Ensures all client requirements are met.
✔ Reduces Errors & Risks: Minimizes grammatical, legal, or financial mistakes.
✔ Optimizes Submission Process: Ensures proposals are submitted correctly and on time.
✔ Boosts Success Rate: Strengthens SayPro’s chances of winning contracts.
5. Conclusion
The Proposal Review Sheet is an essential tool for maintaining SayPro’s high standards in tender and proposal submissions. By implementing a structured review process, SayPro can enhance proposal quality, ensure compliance, and increase the likelihood of winning bids.
As part of the SayPro Monthly January SCMR-1: SayPro Quarterly Tender and Proposal Documentation, this review sheet contributes to a more efficient and professional proposal development process.
Leave a Reply