SBIR/STTR Proposal Checklist for DoD Topics

What a DoD SBIR or STTR Phase I proposal must contain, what gets proposals rejected before review, and how SBIR and STTR differ. Every requirement below cites the official document it came from. The official solicitation and topic always win: check them on DSIP. Last updated 2026-10-11.

What a DoD Phase I proposal contains (the volumes)

Volume	What it needs	Source
Volume 1: Cover Sheet	Completed in DSIP. The technical abstract is published if you win, so keep it free of proprietary information.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Cover Sheet (Volume 1))
Volume 2: Technical Volume	Page limit is set per topic (20 pages for the Air Force Release 6 Phase I topics; 10 pages for Navy Release 5 Phase I). No smaller than 10-point, 8.5 x 11 inch paper, one-inch margins.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Technical Volume (Volume 2) and Phase I Topic Index)
Volume 3: Cost Volume	Completed in DSIP, with an itemized listing of materials, labor, travel, subcontracts and consultants.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Cost Volume (Volume 3))
Volume 4: Company Commercialization Report	Required in DSIP for submission.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Company Commercialization Report (Volume 4))
Volume 5: Supporting Documents	Administrative items as applicable, such as DD Form 2345 for export-controlled topics and technical data rights assertions.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Supporting Documents Volume (Volume 5))
Volume 6: Fraud, Waste, and Abuse Training	Training in DSIP, reviewed once per year to proceed with submission.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Fraud, Waste, and Abuse Training (Volume 6))
Volume 7: Disclosures of Foreign Affiliations or Relationships to Foreign Countries	Completed as a DSIP webform, not as a PDF in Volume 5.	(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Disclosures of Foreign Affiliations (Volume 7))

Component instructions (Air Force, Navy, Army and others) set their own page limits and extra items. Read the instructions for your topic's component on DSIP.

Common reasons proposals are rejected without review

Not certified in DSIP by the Corporate Official before the close: the proposal is not considered submitted and is not evaluated. (Source: Department of the Navy 2026 SBIR BAA Release 5, Phase I Proposal Submission Instructions (DSIP), Phase I Submission Instructions, DSIP)
Encrypted, password-protected or locked files are rejected unless the topic says otherwise. (Source: Department of the Navy 2026 SBIR BAA Release 5, Phase I Proposal Submission Instructions (DSIP), Phase I Submission Instructions, DSIP)
Technical Volume over the page limit: pages past the limit are not reviewed (Air Force); for Navy topics the proposal is rejected. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Technical Volume (Volume 2))
Asking for more than the topic's maximum award value or duration: the proposal is not considered for evaluation or award. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Phase I Topic Index)
Not meeting the Phase I work-share: for Navy topics, the firm must perform at least two-thirds of the work in both Base and Option, or the proposal is rejected. (Source: Department of the Navy 2026 SBIR BAA Release 5, Phase I Proposal Submission Instructions (DSIP), Cost Volume (Volume 3))

SBIR vs STTR: what changes

STTR is cooperative research with a research institution: at least 40% of the work is done by the small business and at least 30% by the research institution. (Source: 15 U.S.C. 638(e)(7))
SBIR Phase I (Air Force): consultant, subcontract and similar costs may not exceed one-third of the total price unless the contracting officer approves in writing. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Cost Volume (Volume 3), item e)

Check whether your topic is SBIR or STTR in its DSIP listing before you build a team.

Worked example: DAF26BZ06-NV034

Low Noise & Low-SWaP High-Repetition Rate Mode-Locked Lasers for High-Speed Photonics, a standard SBIR Phase I topic.

Program: SBIR Phase I, Department of the Air Force (AFWERX)
Award maximum: $250,000, 6 months
Technical Volume limit: 20 pages
Close date: 2026-10-21 (confirm the time on DSIP)

(Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Phase I Topic Index and topic text)

Stay at or under $250,000 and 6 months. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Phase I Topic Index)
Keep the Technical Volume to 20 pages, 10-point minimum, one-inch margins. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Phase I Topic Index; Technical Volume (Volume 2))
Address the objective: compact low-SWaP mode-locked lasers in the NIR to SWIR, operating at 6 to 12 GHz repetition rates. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Topic DAF26BZ06-NV034, Objective)
The topic is ITAR/EAR restricted: disclose any foreign nationals and include DD Form 2345 (or proof of application) in Volume 5. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Topic DAF26BZ06-NV034; Supporting Documents (Volume 5))
Name key personnel with a principal investigator resume, and include a work plan outline (scope, tasks, milestones, deliverables). (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Technical Volume (Volume 2))
Keep subcontract and consultant costs at or under one-third of the total unless the contracting officer approves. (Source: Department of the Air Force 2026 SBIR BAA Release 6, Phase I Proposal Submission Instructions (DSIP), Cost Volume (Volume 3), item e)

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Frequently asked questions

What volumes does a DoD SBIR Phase I proposal include?

The 2026 Air Force Phase I instructions list seven: Cover Sheet, Technical Volume, Cost Volume, Company Commercialization Report, Supporting Documents, Fraud, Waste, and Abuse Training, and Disclosures of Foreign Affiliations or Relationships to Foreign Countries.

What gets a proposal rejected without review?

Per the 2026 Air Force and Navy Phase I instructions: not certifying in DSIP before the close, locked or encrypted files, going over the page limit, exceeding the topic's award value or duration, and, for Navy topics, missing the two-thirds work-share.

What is the difference between SBIR and STTR?

STTR requires cooperative research with a research institution, with at least 40% of the work done by the small business and at least 30% by the research institution (15 U.S.C. 638(e)(7)).

Is this checklist official?

No. SBIRSignal is an independent tool and isn't affiliated with DoD or SBA. Always confirm in the solicitation and topic on DSIP.

Can I get a checklist for a specific topic?

Paste your capability statement at sbirsignal.com/match to see your top matched topics free, then check each against its solicitation on DSIP.

SBIRSignal is an independent tool and is not affiliated with the U.S. Department of Defense, DSIP, or SBA. Always confirm requirements in the official solicitation.