In government contracting, the technical volume is one of the most scrutinized parts of any proposal. It’s where you demonstrate your understanding of the agency’s requirements and explain—clearly and convincingly—how you’ll deliver. Successful technical volume writing balances compliance, clarity, and strategy to show evaluators that your solution meets all requirements and minimizes risk.
In this blog, we’ll walk through the role of the technical volume, how to structure your response, and best practices for technical volume writing content that wins.
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1. What Is a Technical Volume in a Government Proposal?
The technical volume is the portion of a government proposal that outlines how your team will perform the work outlined in the Statement of Work (SOW) or Performance Work Statement (PWS). It often includes:
- Your understanding of the agency’s mission and needs
- A detailed approach to performing tasks
- Staffing and resourcing plans
- Tools, technologies, and methodologies to be used
- Performance metrics or success measures
- Risk mitigation strategies
While pricing and management are handled in separate volumes, the technical volume is where you prove your ability to deliver.
2. The Purpose of the Technical Volume
Agencies evaluate the technical volume to assess:
- How well your approach aligns with the contract objectives
- Whether your solution demonstrates understanding and insight
- How you’ll staff and execute the work
- Whether your methodology is realistic and low-risk
- Your technical differentiation and added value
A high-scoring technical volume can often offset pricing that isn’t the lowest—especially under best-value trade-off evaluations.
3. Structuring Your Technical Volume
Always follow the structure requested in the RFP. Most technical volumes are organized around the following:
a. Technical Approach
Detail your methodology for executing each task in the PWS. Be specific. Use task numbers or headers that mirror the RFP.
b. Staffing Plan
Explain your labor categories, roles, and relevant experience. Include:
- Staff qualifications
- Certifications (if required)
- Plans for onboarding and retention
- Team structure or reporting lines
c. Tools and Technologies
Identify the platforms, software, or systems your team will use to perform the work more efficiently or securely.
d. Quality Assurance
Describe how you’ll ensure consistent, high-quality work. Include your QA processes and how you’ll handle deficiencies.
e. Risk Mitigation
Proactively identify potential risks and explain how your approach minimizes or manages them.
f. Innovation or Value Add
If applicable, describe how your approach goes beyond the minimum—offering savings, automation, or improved outcomes.
4. Best Practices for Technical Volume Writing
a. Mirror the RFP Language
Use the agency’s terminology, task numbers, and formatting preferences. This shows attention to detail and makes it easier for evaluators to score your response.
b. Be Clear and Concise
Avoid jargon and overly complex language. Aim for clarity and precision. Write with evaluators in mind—they may not be technical experts.
c. Show, Don’t Tell
Support your claims with:
- Quantitative examples
- Success metrics
- Project descriptions
- Brief data points or past performance highlights
d. Use Visuals Where Allowed
Tables, diagrams, and charts can break up dense text and clarify your approach—especially for processes or staffing structures.
e. Tailor for the Customer
Show an understanding of the agency’s mission, history, and operating environment. Don’t copy/paste a generic solution.
f. Stay Compliant
Include every required section. Adhere to page limits, font sizes, and file types. A non-compliant proposal may be rejected without review.
5. Common Mistakes to Avoid
a. Restating the SOW
Simply repeating the government’s language without explaining your approach adds no value.
Fix: Explain how you’ll do the work, not just what the work is.
b. Including Unverified Claims
Claims without evidence or context weaken credibility.
Fix: Back up assertions with past results, team qualifications, or supporting data.
c. Inconsistent Terminology or Roles
If your technical volume describes roles differently from the management or staffing sections, evaluators may question accuracy.
Fix: Cross-check all volumes for consistency.
d. Ignoring Evaluation Criteria
If the RFP includes scoring guidance or criteria, use it to shape your response.
Fix: Highlight how your approach meets or exceeds each evaluation factor.
6. Who Should Write the Technical Volume?
Ideally, a collaborative effort between:
- Proposal writers who understand RFP formatting and compliance
- Technical subject matter experts (SMEs) who provide detailed content
- Editors or reviewers who improve clarity and consistency
Start early to give writers time to translate SME input into proposal-ready language.
7. Final Review Checklist
Before submitting, confirm:
- All required sections are present
- Language matches RFP formatting and instructions
- Your approach is clear, realistic, and aligned with contract goals
- Visuals and tables are labeled and referenced correctly
- Spelling, grammar, and formatting are clean and consistent
- Your solution demonstrates understanding and differentiation
8. Conclusion
Technical volume writing is where your proposal shifts from promises to proof. It’s your opportunity to show evaluators exactly how your team will deliver—on time, on budget, and with confidence. With a structured, compliant, and thoughtful technical volume, you position your bid as the clear, low-risk choice.
Need support with technical volume development? Hinz Consulting offers expert technical volume writing, technical strategy, and compliance services for government contractors. Contact us to ensure your next submission is technically sound and evaluation-ready.
