Don’t Forget These Five Things When Writing Tenders

When it comes to tender writing, there is a great deal of pressure to get it right. Missing even one small detail could mean the difference between success and failure in the tender process. To ensure your tender stands out from the competition, it is important to not forget the five key things presented in this article. Keeping these elements in mind when writing your tender will highly increase your chances of success.

Not Addressing All the Requirements of The Tender:

When tender writers fail to address all the requirements of the tender document, or provide incomplete or insufficient information, it can result in the proposal being disqualified or rejected. Tender writers should customize the proposal to the client’s specific needs and requirements while demonstrating a clear understanding of the client’s expectations and constraints. Additionally, tender writers should look to match the language and terminology in the tender documents whilst avoiding industry or technical jargon which may not be easily understood by assessors.

Not Providing Enough Detail:

Tender writers need to provide enough detail in the proposal, such as cost estimates, project plans and team information, or it can make it difficult for the client to evaluate the proposal or understand the scope of the project. Tender writers must include detailed cost estimates for the project, with a breakdown of the costs for each stage of the project and a clear explanation of any assumptions that have been made. It is imperative that tender writer use realistic timelines for completing the project and ensure the project plan is detailed and includes milestones, deliverables, and a schedule of key activities. Lastly, tender writers should provide detailed information on the team that will be working on the project, including their qualifications, experience, and roles. Include information on the project manager and key team members and provide details of how the team will be managed and coordinated.

Not considering risks and contingencies:

Tender writers know that every project must carry risks and contingencies, yet assuming this is common knowledge and not spelling them out in a tender submission can make it difficult for the client to evaluate the proposal and make a decision.

Tender writers should consider how they will manage and mitigate any potential delays, and provide a plan for dealing with unforeseen circumstances that may cause delays. They should also explain how they will ensure the quality of the work, and how they will comply with safety standards, regulations, and laws. Good tender writing submissions will always provide a detailed plan for quality control, safety, and inspection. Additionally, tender writers should explain how they will manage and handle any changes to the project scope or budget overruns.
External factors such as political, environmental, or economic conditions can impact a project. Tender writers should provide a brief analysis of these factors and how they may impact the project, as well as plan for contingencies in case these factors do occur.

Not including all necessary documents and certifications:

Failing to include all the necessary documents and certifications, such as insurance, licenses, and certifications, can result in the proposal being disqualified. To ensure these are not missed, a list of required documents should be made when the tender writer first reads through the documentation pack. Once the submission is ready, tender writers should re-read through the pack to ensure no items were missed on the list. Finally, this list is used by the tender writer (or a reviewer) as they complete their final QA check of the proposal before submitting.
One thing that tender writers can forget to do with respect to documents and certifications is to check that they are still valid and up to date. This can be particularly true for annual certificates such as insurance. Tender writers should also check that documents are current at the time of attaching them to the proposal.

Not proofreading the proposal:

Proofreading is an essential step in the tender writing process, and it should be done multiple times, by different persons, to ensure the proposal is perfect. This will give the best chances to win the bid and to be selected for further consideration. Omitting proofreading can result in a low-quality proposal and create a poor impression making difficult for the client to understand the proposal.

When proofreading a tender writing proposal, several things should be checked to ensure that it is clear, concise, and error-free:

• Spelling and grammar: Check for any spelling or grammar mistakes, including proper use of punctuation and capitalization.
• Formatting and layout: Ensure that the proposal is formatted consistently and that it is easy to read. Check for any inconsistencies in the layout, such as font size, spacing, and headings.
• Compliance with the requirements: Make sure that the proposal meets all the requirements of the tender document and that it includes all the necessary information.
• Consistency: Check for consistency in the use of terms, acronyms, and abbreviations. Make sure that the proposal is written in a clear and consistent tone throughout.
• Proof of concepts: Check if the proposal includes evidence to support the claims made, such as case studies, references, and testimonials.
• Budget and timelines: Check if the proposed budget and timelines are realistic and achievable.
• Risk management: Check if the proposal includes a clear plan for managing risks and contingencies.
• Contact information: Check if the proposal includes the correct contact information for the writer or the organization.
• Signatures and authorizations: Check if the proposal is properly signed and authorized by the relevant parties.
• Language: Check if the proposal is written in the correct language and if it is tailored to the audience.

Given the significant time and effort that tender writers put into crafting their responses, it can be discouraging to learn that they were rejected for one of the reasons listed above. Keeping a mental or hard-copy checklist of these items ensures that they are completely avoidable and increases your success in tender writing efforts.