Tender Notice & Brief: IJR 2023 Annual Report design, layout, proofreading, and printing

By Published On: 8th February 2024

IJR 2023 Annual Report Tender Notice & Brief for design, layout, proofreading, and printing

The Institute for Justice and Reconciliation, a non-profit organisation based in Cape Town, South Africa is looking for a service provider to propose an innovative layout and design for its 2023 annual report. The report must capture the IJR brand, accomplishments and stories from the year reinforcing the organisation’s message of building fair, democratic, inclusive and peaceful societies in Africa.

The IJR’s annual report is targeted at primary stakeholders, members of the board as well as all its donors and funders.

The IJR’s aim with the production of the 2023 annual report is to produce a document which is reader friendly, informative and one that generates a wow factor with a magazine style look and feel to it. The report should present a combination of readable graphs, images, and a timeline of events to guide readers through the information in a simple format.

The service provider will be required to, among others, copy-edit and proofread the report and produce high-quality infographics in the design.

The service provider should have experience of the non-profit sector and be familiar with the essence of the work that the IJR does. The IJR is looking for a service provider that understands the challenges of being a non-profit organisation where resources are limited while still being able to produce a cost-effective and quality product.


The final printed 2023 annual report needs to be delivered to IJR’s offices by no later than 20 April 2024. Please consider the points below when quoting:

  • 200 A4 copies of IJR’s Annual Report 2023 to be printed on environmentally-friendly paper
  • Format: 40 pages plus cover; Text printed full colour on 128gsm Sunbrite Digital Matt (environmentally friendly) and Cover printed CMYK OSO on Sunbrite Matt 300gsm (environmentally friendly), matt laminated both sides, Cover matt laminated OSO
  • 2-4 infographics
  • 8 – 15 purchased pictures
  • Proofreading of the full report
  • Electronic version of the Annual Report in high and low resolution, in an interactive e-book format.


Preferred Timeframes and Deliverables are as follows:


Date: 2024 Deliverable
 28 February Initial planning meeting: Design and design concepts (using draft copy)
4 March Final approved copy received from client

Design and design concepts approved

11 March First proofs to IJR
25-28 March Communicated reviews
2-4 April Final proofread in PDF
4 April Sign – off
5 April Final Files to the printers
19 April Printed copies delivered to the IJR
19 April Delivery of e-version and e-book


Reporting and Communication

The service provider will currently report to the IJR Fundraising and Stakeholder Manager (Ms Anne-Marie Stephenson.

Anne-Marie Stephenson – AMStephenson@ijr.org.za

The service provider will also provide the IJR with a contact person for the entire duration of the project.


The service provider shall have experience in layout, design and editing of annual reports of similar organisations to the IJR. The service provider should have a consultative approach to its work and allow time for sufficient consultation with the IJR.

The service provider will be responsible for their own expenditures for travelling and presentations to the IJR.

Obligations of the IJR

The IJR will ensure that it delivers all the information and content necessary within the agreed timeframes. The service provider and the IJR will maintain open channels for regular communication.

The IJR will provide the service provider with a style guide, as well as all necessary design formats of the IJR logo and related material.

Contractual agreement

Before commencement of this project, the service provider will enter into a contractual agreement with the IJR.


Please submit the following documents to AMStephenson@ijr.org.za by 24 February 2024.

  • Detailed quotation with explanatory narrative where necessary
  • Company profile, including a portfolio/list of past clients
  • 2 samples of your work
  • Project manager contact details

If you have any further questions please contact Anne-Marie via email  AMStephenson@ijr.org.za


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