How to Create a Compliance Matrix

What Is a Compliance Matrix?

A compliance matrix is a structured document that maps every requirement from an RFP to the specific section of your proposal that addresses it. Think of it as a checklist that ensures nothing falls through the cracks — and a roadmap that guides evaluators to find your responses.

Compliance matrices serve dual purposes: during proposal development, they're a planning and quality assurance tool; during evaluation, they help reviewers quickly verify that your proposal is complete and responsive. Many RFPs now require offerors to submit a compliance matrix as part of their proposal package.

Step 1: Extract All Requirements

Go through the entire RFP and extract every requirement, instruction, and evaluation criterion into a spreadsheet. Include the requirement text verbatim, the RFP section and paragraph number, and whether it's mandatory (shall/must) or desired (should/may).

Don't overlook requirements buried in attachments, appendices, or referenced documents like the FAR or agency supplements. Requirements can appear anywhere — not just in the Statement of Work. Check Sections L (Instructions), M (Evaluation Criteria), C (Description/SOW), and any special contract requirements in Section H.

Number each requirement sequentially for easy reference throughout the proposal process.

Step 2: Categorize and Prioritize

Group requirements by type: technical, management, past performance, pricing, administrative, and compliance certifications. This grouping helps you assign requirements to the right writers and ensures balanced coverage.

Prioritize based on evaluation criteria weights. If technical approach is worth 40% and past performance 30%, your technical requirements deserve proportionally more attention and page space. Requirements tied to higher-weighted evaluation factors should receive the most detailed responses.

Flag any requirements that seem ambiguous, contradictory, or impossible to meet. These should be addressed through the solicitation's Q&A process.

Step 3: Map to Proposal Sections

For each requirement, identify which section of your proposal will address it. Include the specific volume, section number, and page range. If a requirement is addressed in multiple sections, note all locations and designate the primary response.

Your compliance matrix should have these columns at minimum: Requirement ID, RFP Reference (section/paragraph), Requirement Text, Compliance Status (Compliant/Partial/Non-Compliant/Exception), Proposal Section Reference, and Notes. Some organizations add columns for Assigned Writer, Status, and Due Date.

As writers complete their sections, update the compliance status. A Green/Yellow/Red color coding system makes it easy to spot gaps at a glance.

Step 4: Verify and Validate

Before final submission, conduct a line-by-line verification. For each requirement in the matrix, turn to the referenced proposal section and confirm that the requirement is explicitly and fully addressed. Check that your response uses the same terminology as the requirement — if the RFP says 'shall provide monthly status reports,' your response should use the word 'monthly status reports,' not 'periodic updates.'

Have someone who didn't write the proposal perform this verification. Fresh eyes catch gaps that writers miss. This final compliance check is often the difference between a responsive and a non-responsive proposal.

Automate where possible — modern proposal management tools like Proposerly can parse RFP documents, extract requirements, and generate compliance matrices automatically, saving hours of manual work.