4 Reasons to create a master document for every proposal volume

It’s important to create a master document for every proposal volume with all volume contents included. Create an associated Assembly Checklist that lists each tab, proposal section (with page counts for each section), appendices (with page counts for each appendix), and any other insert, e.g., product sheets, marketing materials, etc. This ensures version control.

This master document serves a number of purposes:

1. It’s a tool for printers to use to ensure they receive and print all applicable sections of the proposal.
2. It’s an assembly guide for your book assembly team and an aid for preparing for your White Glove Review. A master document enables Sesame Street proposal checking (don’t laugh – at the end we’re all very tired, and being able to compare back and forth helps us to catch any mistakes! One of these things is not like the others, one of these things just doesn’t belong…)
3. It tells you how to put everything together for each volume or section – tab name, number of pages behind each tab, etc.
4. It reminds you of every detail you must consider while completing your master document and may help you avoid a non-compliant submission.

Be sure to check that proposal covers/spines for the master document are correct with accurate due dates, copy x of x, original, etc. – especially if there have been multiple amendments with due date or RFP number changes (it happens!).

By Beth Wingate