IJR: 2018 Annual Report Tender Notice and Brief


The Institute for Justice and Reconciliation, a nonprofit organisation based in Cape Town, South Africa is looking for a service provider to propose an innovative layout and design for its 2018 annual report which will capture the relatively new IJR brand and present milestones from the previous year while reinforcing the organisation’s message.
IJR’s annual report targets primary stakeholders, members of the board as well as all donors and funders.

IJR’s aspiration with regards to the production of this year’s annual report is to produce a document which is not grey but rather reader friendly preferably adopting a magazine style. 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 copy-edit and proofread the report and be able to produce high-quality infographics featured in the design among other duties.
The service provider should have experience within the nonprofit sector and understand the basic principles of IJR’s work. The service provider also needs to be aware that the IJR is a nonprofit organisation, which limits its resources allocated to this project.


The final printed 2018 annual report needs to be delivered to IJR’s offices by no later than 17 May 2019. Please consider the points below when quoting:

  • 200 A4 copies of IJR’s Annual Report 2018 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
  • Two to four infographics
  • Four to eight purchased pictures
  • Copy editing of the full report
  • Proofreading of the full report
  • Electronic version of the Annual Report in high and low resolution, in an interactive e-book format


11 March 2019 Initial planning meeting
13 March 2019 IJR to deliver text to service provider, for draft layout (this will be followed by liaisons about design options)
19 March 2019 Confirmation of layout and general design (with spaces left for photographs)
05 April 2019 IJR to deliver relevant photographs to service provider
17 April 2019 Final layout design to IJR for approval
24 April 2019 Amendments to final version, including all images and captions
06 May 2019 IJR to deliver financial information
08 May 2019 Final proofread by IJR
09 May 2019 Copyediting by service provider
10 May 2019 Final approved version
10 May 2019 Print-ready design to printer
17 May 2019 Delivery of printed version to the IJR offices
20 May 2019 Delivery of e-version and e-book

Reporting and Communication

The service provider will ultimately report to the Head of Communication and Strategy (Stan Henkeman) at the IJR, but will liaise with the Project Leader for Communications (Samantha) on a more daily basis during this project period. 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 [email protected]  by 7 March 2019

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

If you have any further questions please contact Stan or Samantha on 021 202 4071 or email [email protected] or  [email protected]

For more about the Institute of Justice and Reconciliation, refer to www.ijr.org.za