Proposal QA/QC Checklist
The Proposal QA/QC Review provides a structured checklist to ensure that all submitted materials meet the client’s requirements and maintain professional quality, consistency, and accuracy. This review focuses on key elements such as project identification, formatting, text clarity, graphics, and adherence to the RFP. By systematically evaluating these areas, the review helps identify errors, inconsistencies, or omissions, ensuring the proposal is polished, professional, and fully aligned with client expectations. The following checklist outlines specific items to review across all sections of the proposal.
Note: This checklist is an excerpt from our comprehensive training program,Course 03: Proposals 101, which covers the complete end-to-end AEC solicitation process.
1. Correct Project Name
The project name is consistent on the cover letter, title page, headers, footers, tables, figures, and appendices.
Avoid abbreviations or variations; use the official name exactly as listed in the RFP.
Confirm alignment with City references in all cross-references or citations.
2. Check the hyperlinks
Verify that all digital links (URLs, email addresses, and cross-document navigation) are active and correct.
Ensure links open in a new window so the client isn't navigated away from your primary proposal document.
Test links on multiple devices to ensure they aren't tied to an internal local server.
3. Proposal Headers & Subheaders Hierarchy
Consistent font type, size, and style for each level of heading (H1, H2, H3).
Ensure logical hierarchy so readers can follow the structure easily.
Match headers with the Table of Contents (if included).
Avoid inconsistent spacing before/after headers.
4. Page Numbering & Graphic Spacing
Sequential numbering starting from the correct page.
Placement is consistent (top/bottom, left/right/center).
Confirm page numbers are visible and not overlapping graphics.
Check appendices or supplemental material pagination.
5. Spelling, Grammar, and AEC Proper Nouns
Run a full spell check and manually review proper nouns (project names, City departments, consultants).
Watch for homophones (their/there/they’re), plural vs. singular, and technical terms.
Ensure consistent tense, voice, and style throughout the proposal.
Avoid unnecessary abbreviations unless defined on first use.
6. Text Wrap, RFP Page Margin Constraints
Ensure text flows around images, tables, and charts properly.
No text is cut off, overlapping, or outside page margins.
Tables, charts, and figures fit entirely on the page or span multiple pages logically.
Maintain consistent margins, spacing, and alignment for paragraphs, lists, and bullets.
7. Font Consistency
Use one or two fonts consistently (e.g., Arial or Times New Roman).
Ensure the same font size for body text throughout.
Titles, headings, footnotes, and captions are consistent in font and style.
8. Consistency in Numbering & Bullets
Numbered lists are logical and sequential.
Bulleted lists are aligned and formatted consistently.
Sub-bullets and nested numbering maintain proper hierarchy.
9. Graphics, Renderings & Architectural Images
All images are high-resolution and clear.
Figures and tables are labeled and referenced in the text.
Captions are consistent in style, placement, and numbering.
Avoid stretching or distorting images.
10. Compliance with RFP and Solicitation Rules
Ensure document length and format comply with RFP (e.g., max 20 pages, stapled not bound).
Confirm file formats (PDF, Word) match submission instructions.
Remove any prohibited items (e.g., City seal, fancy covers).
11. Table of Contents & Cross-References
Verify Table of Contents matches section headings exactly.
Cross-references in text point to correct tables, figures, or sections.
Page numbers in the Table of Contents are accurate.
12. Consistency in Style & Terminology
Terminology used consistently (e.g., TOD District, Transit-Oriented Development).
Acronyms defined on first use and used consistently afterward.
Consistent capitalization, hyphenation, and formatting of technical terms.
13. Accessibility & Readability
Text is readable in terms of font size and spacing.
Headings and sections are clearly distinguishable for quick navigation.
Use visual cues like bold, italics, and shading judiciously.
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