Advanced Bid Writing – A winner's guide to producing top tenders

This article will brief about the various steps involved in writing a winning bid.

Reading the tender documents properly: Before writing a bid one should read the tender documents carefully and understand the crust of it. Make sure that your questions are answered while reading the tender document like does your company skills and experiences match the tender requirements? Do your company have the capability to undertake the tender work? Do you have a capacity to complete the desired project on time and as per the tendering authority requirement? Does the budget of the tender good enough for your company to be profitable deal?. If the answers to these questions are yes then you should move ahead with bidding for the shortlisted tender. Need to take into consideration that tendering organizations always evaluate bids equally by following some set rules.

So while writing the bid we need to make sure that we are not breaking these rules to avoid your bids getting rejected.

The bid should be written focusing on the buying entity and not only concentrating on your product or services. Read all the tender documents like, TOR, specifications, questionnaires carefully highlighting the points which need a very acute concentration like buyers requirement, eligibility etc. Along with this identify the format you are going to submit the tender or bid response along with the meeting up with deadlines, word counts etc.

Make a note of any questionnaires that you would require to get clarified from the tendering authority, taking into consideration the clarification deadline, which most probably is near to the submission deadline.

While writing a tender, make sure you write it in a persuasive manner briefing how your tender proposal is beneficial to the buyer in achieving their desired scope of work mentioned in the tender.

Try to answer the questions asked by the buying entity in detail, as many times one-liner answers give a negative impact implicating that the proper study is not conducted by you before writing the tender. If there is a limitation of words then draft your answers accordingly.

Always try to use simple language while writing the tender. Because the whole purpose of writing the tender is to clearly communicate how well is your tender proposal in the sense of achieving the buyer’s requirement. Use of flowery words might make it difficult for the evaluator to understand you’re tender thus resulting in rejection of your tender proposal. The tendering authority should not find your tender harder to read and evaluate.

Make sure that you clearly refer the question numbers proper, otherwise during evaluation the buying entity will find it difficult to understand the tender proposal as answers seem to be mismatched with the desired questions.

Make sure all the responses written in the tender are backed with proper documents, statistics, reports and also testimonials which will help the buyer to understand the capability of your organization and that they need not just have to trust on words.

Once the tender proposal is ready always proofread it. Get the proposal checked and reviewed by 2/3 more people in the organization as the new eye glance will be in a better position to highlight the costly mistakes and the weak areas if any in the proposal writing.

The tender should be presented as per the requirement mentioned by the buyer, and it should have a professional look, thus making it look presentable giving a good first-hand experience.

How to write the tender :

  • Writing tender proposal is not an easy process, even if you are experienced in writing proposals it should not be considered as a light process.
  • Always keep in mind the deadline of the tender and work accordingly to avoid last minute hassle in submitting the tender.
  • Before writing a tender proposal make sure you are ready with all the necessary documents that you might require while writing a tender proposal like policies and procedures, case studies and CVs etc.
  • Read the tender properly and make sure you are compliant with the bid, plan your response properly and always relate to the specifications mentioned in the tender.
  • Make a brief of the tender requirement and communicate to each person who is involved in the tender writing process, so that there is proper communication.
  • Always do the quality check of the tender proposal before submitting it. However big is the bid writing team make sure that the tender proposal is checked through and signed properly before submitting the tender proposal. If you find that the tender proposal does not look to be competitive, if possible try to take expert advice and if required can hire a consultancy service for guiding and assisting in preparing the tender proposal.

The summary of this article tips for writing winning bid/tender.

  • Use of proper template format.
  • Following tender instructions.
  • Creating a professional and formal network.
  • Writing a clear and understandable tender proposal.
  • Address properly the criteria selected.
  • Provide right and accurate information and details.
  • Check for the company details like name, address, tel, fax, contact persons properly.
  • Make sure that all the required documents are duly signed.
  • Give proper references and testimonials.
  • Check if the price you have quoted is competitive, also if it is beneficial for your organization to undertake the work in the mentioned price.
  • Do proper research on the tender requirement before filling up the tender proposals.
  • Keep in mind the unique selling point of your company.
  • Try to find out in comparison to your competitors how your company is the better and best deal for the buying entity to award the contracts.
  • Make sure the tender proposal is grammatically sound.
  • Try to submit the tender as early as possible and do not wait for the end movement submission.
  • If the pas tender bidding has been unsuccessful for your company then reassess the issues associated with your tender proposals and try to overcome those in the next bid to be submitted.
  • Winning bid is the one which gives a sense of completion to the buying entity