Securing large contracts through tenders can be a game-changer for businesses aiming to expand. While the process may seem complex, breaking it down into clear, manageable steps can make it more accessible. This guide outlines practical steps to help you craft a compelling tender that captures attention and increases your chances of success.
Understand the Tender Requirements
Before starting any tender response, it’s crucial to understand exactly what’s being asked. Each tender comes with a set of instructions, criteria, and supporting documents that outline what’s expected.
Start by reading the tender documentation thoroughly. Look for key points regarding deadlines, submission formats, and specific requirements. Highlight key phrases, take notes, and ensure you understand any technical or industry-specific terminology. If you’re unsure about any part of the process, reach out for clarification through the tender portal or directly with the tendering organisation.
Another critical factor is understanding the evaluation criteria, particularly the weighting between quality and price. This ratio will help you decide how much emphasis to place on each part of your response. If 70% of the score is based on quality, for example, you’ll want to dedicate significant effort to that section.
Prepare Key Documents and Information
Having the necessary documentation and key information ready can make the tender writing process smoother. Some tenders will have specific requirements, while others will ask for general evidence of your business’s capabilities.
Gather essential documents like insurance certificates, risk assessments, and evidence of past experience. Often, tenders request supporting evidence, such as case studies or testimonials from previous clients. If you’re required to submit references, make sure you have permission from the referees before including their details.
Creating a “bid library” is a smart way to speed up the tendering process. A bid library is a collection of pre-prepared answers, certificates, and templates that you can adapt for new bids. It’s a time-saver and helps maintain consistency in your responses.
Write a Clear and Concise Response
The main part of the tender process is writing your responses to the tender questions. This is where you’ll demonstrate your ability to meet the tenderer’s requirements and stand out from competitors.
When writing your responses, ensure you’re answering the specific question being asked. Avoid providing irrelevant details or going off-topic. Use plain, clear language, and avoid industry jargon unless it’s essential. A useful approach is to structure your responses according to any bullet points or subheadings listed in the question.
If there’s a word limit, stick to it. It’s better to provide a concise, relevant answer than to pad your response with unnecessary information. If no word count is specified, aim for clarity and brevity. When it comes to how to write a tender, it’s essential to follow best practices like linking responses directly to the client’s needs and keeping the language simple.
Where appropriate, include real-life examples and case studies. These demonstrate your experience and provide proof of your ability to deliver on promises. Quantifiable achievements, such as “We reduced delivery times by 25% on a similar project,” can have a stronger impact than generic claims like “We always deliver on time.”
Review, Edit, and Submit Early
Even if you’ve followed every step correctly, errors in grammar, layout, or missing documents can jeopardise your chances of success. That’s why reviewing your tender before submission is essential.
Start by proofreading the document to correct any spelling, grammar, or formatting mistakes. Then, check that every question has been answered fully. If the tender asks for specific attachments, double-check that these have been included and are up-to-date.
If time allows, get a second pair of eyes to review your submission. A colleague may spot mistakes you’ve overlooked or suggest improvements. It’s also wise to submit your tender a day or two before the deadline. This way, if you spot any mistakes after submission, you’ll still have time to re-upload a revised version before the deadline closes.
By following these structured steps, you’ll be better positioned to submit a tender that stands out for all the right reasons.
Read More: 5 Ways To Use Forex Trading For Personal Financial Growth