In federal contracting, proposal compliance is non-negotiable. But compliance isn’t limited to meeting technical and content requirements—it also includes accessibility. Federal proposal accessibility ensures that your submission is readable, navigable, and understandable by all evaluators, regardless of disabilities or assistive technology use.

While accessibility is often discussed in the context of public-facing websites and documents, it’s equally important in the proposal world. Accessible proposals demonstrate attention to detail, inclusivity, and professionalism, and in some cases, they may be required to comply with federal accessibility standards.

What Is Federal Proposal Accessibility?

Federal proposal accessibility refers to the practice of creating proposal documents that meet established accessibility standards, such as Section 508 of the Rehabilitation Act. These standards ensure that digital content is usable by people with disabilities, including those who rely on assistive technologies like screen readers, text magnifiers, or alternative input devices.

For solicitations posted on SAM.gov, agencies may specify accessibility requirements for digital proposal submissions. Even if it’s not explicitly required, adopting accessibility best practices can improve evaluator experience and demonstrate your company’s commitment to federal standards.

Why Federal Proposal Accessibility Matters

1. Compliance – Some agencies mandate accessibility standards for submitted materials, especially if they will be distributed internally after award.
2. Evaluator Experience – Proposals that are easy to navigate and understand make life easier for evaluators, improving your chances of a favorable review.
3. Inclusivity – Accessibility ensures all evaluators can review the proposal equally, regardless of ability.
4. Professionalism – Attention to detail in accessibility reflects well on your organization’s overall capabilities.

Key Elements of Federal Proposal Accessibility

1. Clear Document Structure – Use headings, subheadings, and logical formatting so screen readers can interpret the document properly.
2. Alternative Text for Images – Every graphic, table, or chart should have descriptive alt text explaining its content.
3. Readable Fonts and Colors – Ensure high contrast and font sizes that support visibility.
4. Accessible Tables – Use proper headers and avoid complex merged cells that may confuse screen readers.
5. Searchable PDFs – Avoid submitting scanned images of text; ensure the text is selectable and searchable.

Best Practices for Federal Proposal Accessibility

• Follow Section 508 Standards – Review the guidelines to ensure compliance.
• Use Styles for Headings – Instead of manually bolding or enlarging text, apply true heading styles in Word.
• Check Reading Order – Ensure the logical flow of content for screen readers.
• Provide Text Descriptions for Complex Graphics – Especially for charts, maps, or diagrams with essential information.
• Test with Accessibility Tools – Use built-in checkers in Microsoft Word or Adobe Acrobat to identify issues.

Common Mistakes to Avoid

• Overlooking Alt Text – Graphics without descriptions are invisible to screen reader users.
• Poor Contrast – Light gray text on a white background is difficult to read for many users.
• Using Images for Text – This prevents screen readers from accessing important content.
• Improper Table Formatting – Misaligned or overly complex tables confuse assistive technology.
• Skipping Accessibility Checks – Many errors are easy to catch with automated tools.

Integrating Accessibility into the Proposal Process

To make federal proposal accessibility part of your standard workflow:

• Include accessibility checks in the proposal schedule.
• Train proposal authors and graphic designers in accessibility best practices.
• Use templates that are already accessibility-compliant.
• Review compliance at each color team review stage.

By building accessibility into your process rather than treating it as an afterthought, you reduce last-minute fixes and ensure consistent quality.

The Role of Graphics in Accessibility

Graphics play a vital role in federal proposals, but they must be accessible:

• Alt Text – Summarize the visual’s content and relevance to the proposal.
• High-Contrast Colors – Make sure charts and diagrams are legible.
• Data Tables with Labels – For graphs with complex data, provide a text-based table alternative.

Well-designed accessible graphics enhance understanding while maintaining compliance.

Measuring the ROI of Federal Proposal Accessibility

Like other proposal improvements, accessibility efforts should be measured over time:

• Reduced evaluator questions about unclear content.
• Fewer compliance concerns flagged during reviews.
• Positive feedback in debriefs regarding clarity and professionalism.

Accessibility can also indirectly improve win rates by making your proposals easier to evaluate quickly and accurately.

The ROI Beyond Compliance

Beyond meeting technical requirements, federal proposal accessibility shows agencies that you understand and value federal priorities, including inclusivity and equitable access. This alignment can be a subtle but meaningful differentiator in competitive procurements.

Conclusion

Accessibility is no longer a “nice-to-have” in federal proposals—it’s a key part of compliance, evaluator experience, and professional presentation. By incorporating federal proposal accessibility best practices into your process, you can reduce compliance risks, improve readability, and demonstrate a commitment to high standards.

For expert guidance on making your proposals fully accessible and compliant with federal requirements, connect with Hinz Consulting today.