AI gets the headlines. But winning proposals can come from a different toolkit: On-time submissions with visual appeal, bulletproof formatting, and full compliance; Practical, efficient, and high-quality — these human-intelligence-driven tools make teams faster and files cleaner. These are the tools preferred by Edwards Technical Writing.
1. The Toolbox
- a) LaTeX – for Structured Authoring, Compliance Matrices and Publication-Ready Formatting
- b) R – for Data-Driven Evidence: Charts and Data Tables
- c) Adobe Acrobat Pro – for Accessibility and 508/WCAG Production
2. LaTeX
We write in LaTeX using the cloud-based Overleaf platform. LaTeX is a document-preparation system and markup/macro language for high-quality typesetting (built on TeX). It produces documents with cast-iron formatting; stable pagination, reliable cross-references, precise figure/table control, and reusable templates. This typesetting software is perfect for documents containing compliance matrices, long tables, appendices, and page layouts with branding.
Structured authoring separates reusable units of text from their formatting. In LaTeX, snippets of text are saved as components, then reused to ensure consistency and a ‘single source of truth’. Similarly, document fields — such as the project title, proponent's legal name, contractor reference number, and submission date — can be defined once (in config.tex) and inserted consistently across the proposal. Again, providing a ‘single source of truth’. Providing the ability to create a single repository of wording for a project makes working in LaTeX efficient, accurate, and reliably consistent.
Although it is possible to automate data inputs from Excel spreadsheets, Edwards Technical Writing uses a hybrid system of MS Excel and Overleaf to develop proposal compliance matrices.
We keep a shared compliance matrix in Excel, so that client's SMEs can continuously update their inputs, while we retain a clean backup. Early in the proposal preparation process, Edwards Technical Writing ‘shreds’ the RFP and creates the compliance matrix. We then continue to work on the compliance matrix in Overleaf; preparing polished, cross-referenced narrative responses that align with the proponent's proposal strategy. Not all submissions require a compliance matrix, but it is a keystone of proposal writing. We provide clients (the proponents of the proposal) a high-quality, branded compliance matrix for their records/bid library, even if the submission does not require it.
3. R
Charts and data tables that provide data-driven evidence are a key part of many proposals. Figures provide measurable evidence which supports the proposed technical solution and builds credibility. Figures also provide information-dense content, without burning through the amount of words permitted. Good figures contribute to ease of evaluation, because of readability, and well-presented figures provide great evidence and credibility without slowing down the reader/evaluator.
We use R + ggplot2 (and excel) to produce high-quality figures that have clear labels, units, and sources. The figures can be updated and are reproducible. R is an open-source programming language and environment for statistical computing, data analysis, and visualization.
4. Adobe Acrobat Pro
Adobe Acrobat Pro is able to detect and correct accessibility issues so documents meet Section 508 and WCAG requirements. Human judgment (e.g., writing accurate alt text, ensuring clear language) is still required.
5. Summary
The most human intelligence-driven part of preparing a proposal is the strategy, the relationship building, and the problem solving. Tools like R and LaTeX have a steep learning curve. But, when human intelligence is used with these high-tech tools, top-quality documentation is produced for submissions that can be fast, efficient and well-evaluated.