peterbamuhigire PDF Proposal & Bankable Document Design
Acknowledgement: Shared by Peter Bamuhigire, techguypeter.com.
Use When
- The deliverable is a designed, print-ready PDF: a consulting proposal, technical/feasibility report, business case, bankable document (for a lender/credit committee/IC), tender or EOI response, whitepaper, or board paper.
- You need a cover system, section dividers, exhibit/figure pages, running headers/footers, page numbering, a table of contents, and guaranteed font embedding so the file renders identically on every machine and at the print bureau.
- The document must read as authored and credit-grade — defensible enough to sit in front of an investment committee — not as a default Word/Google Docs export.
Do Not Use When
- The deliverable is a slide deck / pitch (PPTX, Slides, Canva) → use
deck-system. - You need the editable DOCX source (styles, TOC field, tracked changes) → use
docx-report-and-document-formatting; come here to design the rendered PDF of it. - You only need the type or colour system itself → use groups 01 / 02 (this skill applies them).
- It is a spreadsheet deliverable → XLSX cannot embed fonts; render exhibits to PDF and place
them here (
doctrine/references/embedding-by-format.md, §XLSX).
Required Inputs
| Input | Source | Required? | Evidence |
|---|---|---|---|
| Approved content, audience, decision, and section hierarchy | Document owner | yes | Controlled source and brief |
| Brand assets, fonts, licences, page and print constraints | Brand and production owners | yes | Asset register |
| Required exhibits, citations, navigation, and accessibility | Content and compliance owners | yes | Exhibit/source checklist |
- Purpose & audience of the document (proposal vs. report vs. bankable case) and the single decision you want from the reader (award the contract / approve the facility / fund the project).
- Content — the narrative, the numbers, and every exhibit (tables, charts, schedules) that must appear, plus their source notes.
- Trim size & output target: A4 or US Letter; screen-only PDF vs. printed/bound; mono or colour printing; bleed required (full-bleed covers) or not.
- Brand — or an explicit, stated type + colour choice (group 01 Editorial by default).
Workflow
- State the type + colour first (anti-slop charter,
doctrine/design-doctrine.md§2). Pick a group 01 Editorial pairing — a distinctive serif display over a refined body (e.g. Fraunces → Source Serif 4, or Newsreader → Public Sans for a quieter body). Name the faces, the palette intent, and why they fit a bankable document before laying out a single page. Never a banned font (doctrine/references/ai-slop-banned-fonts.md); scanfonts/01-formal-institutional/for a licensed premium family first (premium-font-scan). - Set the page grid & margins. Choose trim (A4 = 210×297 mm), a column grid (single-column body
with a wide outer/marginalia column is the bankable default), and asymmetric margins for a binding
gutter. See
references/proposal-section-architecture.md§Grid. - Design the cover system (
references/cover-and-divider-systems.md): a single strong typographic idea, the document title at hero scale, client + author marks, date/version/confidence line, and an optional full-bleed image with a contrast overlay. Build the worked spec fromexamples/proposal-cover-spec.md. - Architect the sections (
references/proposal-section-architecture.md): front matter → executive summary → the argument → exhibits/appendices, each opening on a section divider and carrying numbered headings (H1–H4 with real size/weight extremes perdoctrine/references/type-scale-and-spacing.md). - Lay out exhibit pages (
examples/exhibit-page-layout.md): figure/table number, caption, source note, and a consistent exhibit frame — the IC reads the exhibits first, so they must be self-explanatory. - Set running headers/footers & pagination: section name + page number, front matter in roman numerals, body in arabic, no header/footer on cover or dividers.
- Embed & preflight (
references/print-ready-pdf-checklist.md): confirm all fonts embedded and subsetted, colour space correct (sRGB for screen / CMYK for print), images ≥300 dpi, PDF/A or PDF/X where required, accessible tags + reading order, and bleed/crop marks if printing.
Decision Rules
| Condition | PDF choice | Wrong-choice failure |
|---|---|---|
| Document must remain editable | Produce DOCX source first | PDF-only workflow blocks maintenance |
| Lender/evaluator scans quickly | Strong section architecture and exhibit hierarchy | Decorative layouts hide bankability evidence |
| Print and screen both matter | Test crop, margins, links, bookmarks, and contrast | One-medium optimisation fails the other |
Capability Contract
Read, edit, PDF generation, inspection, and page rendering are required for production. Execution is required for font, link, bookmark, accessibility, and preflight claims. Submission or publication requires separate authority.
Degraded Mode
If required evidence or tooling is unavailable, use the scoped fallback below and mark the result unverified. Without PDF rendering or preflight, deliver source and a conditional proof only. Stop release when font embedding, page integrity, citations, links, print constraints, or accessibility cannot be inspected.
Anti-Patterns
- A default Word/Docs export as the "design": Calibri/Times, 1-inch margins, no cover system, no divider rhythm — the single biggest tell that no one designed the document.
- Fonts referenced not embedded → the bureau substitutes Arial and the layout reflows. Always
preflight (
embedding-by-format.md§PDF: "confirm the library embeds, not references"). - Exhibits without numbers, captions, or source notes — a bankable document is only as trustworthy as its sourced exhibits.
- A stock blue-gradient cover with centered everything; banned fonts; timid type steps (hero and body almost the same size).
- RGB images sent to a CMYK print job; sub-150-dpi screenshots blown up; missing bleed on a full-bleed cover.
Outputs
| Artefact | Consumer | Evidence and acceptance condition |
|---|---|---|
| Print-ready and screen-ready PDF | Evaluator, lender, or client | Page architecture and exhibits support rapid evidence retrieval |
| Source, font, licence, and citation register | Maintainer and compliance owner | Every embedded asset and claim is traceable |
| Render and preflight evidence | Release owner | Pages, fonts, links, bookmarks, metadata, and print bounds pass |
- A complete PDF design spec: stated type + colour, page grid & margins, a cover spec, the section architecture with the divider system, exhibit-page templates, header/footer + pagination rules, and a passed print-ready preflight checklist — ready to build in the generating tool (InDesign, LaTeX, Typst, HTML-to-PDF, or a designed DOCX→PDF export).
Examples
examples/proposal-cover-spec.md— a fully dimensioned A4 cover (real mm/pt values, grid, type sizes, colour).examples/exhibit-page-layout.md— a worked exhibit/figure page with frame, caption, and source note dimensions.
References
references/proposal-section-architecture.md— section order, the page grid, heading scale, TOC.references/cover-and-divider-systems.md— cover patterns + the section-divider system.references/print-ready-pdf-checklist.md— the embed + preflight gate before you ship.doctrine/design-doctrine.md(Mission, anti-slop charter),doctrine/references/embedding-by-format.md(PDF embedding),font-groups-and-usage.md(group 01 Editorial),ai-slop-banned-fonts.md,type-scale-and-spacing.md,wcag-2.2-criteria.md(tagged-PDF accessibility, contrast).