Key takeaways
- Send PDF for tenders, banks and any formal submission — layout and fonts stay fixed.
- Use an editable master for maintenance, not for distribution.
- A presentation deck is a shortened companion to the profile, not a replacement.
- Name and version files predictably; procurement and HR teams sort by filename.
Format by purpose
| Format | Strengths | Use it for |
|---|---|---|
| PDF (A4 portrait) | Fixed layout, embedded fonts, print-safe | Tenders, vendor registration, banks, email attachments |
| Editable master | Fast updates, single source of truth | Internal maintenance and annual refreshes |
| Presentation deck | Large type, one idea per slide | Meetings, pitches and screen-shared calls |
| Web or link version | Always current, trackable | Website, email signatures, inbound enquiries |
The common mistake is sending a deck where a profile was requested. A 20-slide deck reads as thin against a competitor's structured document, because it lacks the legal, resource and evidence sections a reviewer is scoring.
Export settings that matter
- A4 portrait, margins of at least 18mm so nothing is clipped when printed or stamped.
- Embed fonts, or the document reflows on the recipient's machine.
- Images at 200–300 DPI — higher is wasted, lower shows on print.
- Keep the file under 10MB unless the portal allows more; compress photography before export, not after.
- Page numbers as "Page X of Y", and a footer carrying the company name and document date.
File naming and versioning
Use a predictable pattern: document type, company short name, then the date in ISO order — for example company-profile-acme-2026-03-14.pdf. Sorting by filename then sorts chronologically, which is exactly what a reviewer holding several submissions wants.
- Keep one editable master; never edit a copy someone has already sent.
- Stamp the issue month and year on the cover so recipients can see the document is current.
- Archive superseded PDFs rather than deleting them — tender queries can arrive months later.
- Record what changed between versions in a one-line internal note.
Accessibility and readability
Reviewers often read on screen. Use a body size no smaller than 10.5pt, maintain real contrast between text and background, and avoid placing paragraphs over photographs. Where you use tables for projects or equipment, keep them as text rather than as images so the content is searchable — this also helps anyone using assistive technology.
If the profile will be uploaded to a tender portal, do a test upload early. Portal restrictions on file type, size and page count are a routine source of last-minute rework.
Create the document
DocMak's Company Profile Maker keeps an editable master in the browser and exports a print-ready PDF, so the maintenance copy and the distribution copy never drift apart. For structure and industry emphasis, read the company profile format and industry examples guides.
Frequently asked questions
Should we send a Word file if the buyer asks for an editable document?
Ask what they actually need. Usually the request is about filling in a form or extracting text, which a well-structured PDF handles. If a genuinely editable file is required, send it and keep your master separate.
Do we need both a profile and a deck?
Many businesses maintain both: the profile for submissions and a shorter deck for meetings. Derive the deck from the profile so the figures match.
How long should a company profile PDF be?
Twelve to sixteen pages suits most SMEs. Beyond twenty-four, evaluators skim and your strongest evidence is more likely to be missed.