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How do I print a tender reference together with the page number at the foot of every page of my bid PDF?

Choose Custom template from the format list and type the text you want around the number, for example Tender 14 | Page {n} of {total}. The tool prints your text as typed and swaps {n} for the page number and {total} for the total, so page three of a 12-page bid reads 'Tender 14 | Page 3 of 12'.

Published · 2 min read

Why a reference on every page helps

Tender submissions are sometimes printed, unbound and handed to several reviewers on an evaluation committee. A loose sheet that just says 'Page 7' tells nobody which bid it belongs to. 'Tender 14 | Page 7 of 12' puts it straight back where it came from and shows the bid is complete. Always check the issuing body's instructions too, since some specify the numbering format or position.

The steps

  1. Finish the whole bid first. If it comes from several files, combine them with Merge PDFs before numbering.
  2. Open PDF page numbering and choose the file.
  3. Under Number format pick Custom template…, and a Template field appears.
  4. Type: Tender 14 | Page {n} of {total}, replacing 14 with your tender number.
  5. Choose Bottom and the horizontal side that suits your layout, keep the size at 11 or close to it, then press Add numbers.

Template rules

  • It must contain {n}. Type only 'Tender 14' and the tool shows 'The template must contain {n} for the page number' and does not run.
  • {total} is optional. Tender 14 | p. {n} works if you do not want the total.
  • The limit is 80 characters. The example template is 31 characters, which leaves room for a short company name or a revision number.
  • Everything except {n} and {total} is printed literally, including numbers you type yourself such as 14. If you switch to Arabic-Indic digits, type the tender number in those digits too.
  • Arabic is drawn with joined letters in the right direction, and it can be mixed with English in the same template.

Will the line fit?

At 11 points, the longest label in a 12-page bid, 'Tender 14 | Page 12 of 12', is about 128 points wide, while the space between two 10 mm margins on an A4 page is about 539 points. The reference takes under a quarter of the page width. If you do write a template too long for the font size, the tool warns that the number is wider than the available space, and you can shrink the font or shorten the text.

Common questions

Can the reference go at the top instead?

Yes, choose Top as the vertical position. The same template works in any position.

Does numbering break a digital signature on the bid?

Yes, saving a digitally signed file again invalidates the signature. Number the bid first, then sign it.