When government contracts are awarded, it is traditionally believed that the vendor offering the lowest price will be selected. In reality, government tenders are seen as opportunities for buyers to establish trust and confidence in the capability to deliver. Buyers seek an understanding of how risk will be managed, how communication will be handled, and how all necessary questions will be asked and answered throughout the project. For many tender writers, the process can feel overwhelming, but with the right care and attention given up front, the process can be made much easier.
Step 1: Understand the opportunity
Before you write a word, take time up front to get your arms around the opportunity. Read the tender documents in full and really understand what the buyer is asking for. This may include the request for tender (RFT), the scope of work (SoW), and the evaluation criteria. The time spent fully understanding the opportunity at the beginning will save you a lot of work later and help you avoid the frustration and wasted time that come from submitting tenders outside your capabilities or that may not be competitive.
Step 2: Plan your approach
Allocate team members to different sections, set draft deadlines, and agree on who will handle compliance and quality checks. Planning and preparing will ensure the response is consistent, complete, and professional.
You should also consider your organisation’s unique capabilities and skills that set you apart from the competition. It might be specific technical skills or qualifications, experience in a particular market, or safety records and systems. Whatever they are, these differentiators will help you develop a winning submission strategy. Focusing on these unique aspects of your business will also help ensure your submission is memorable.
Step 3: Gather supporting evidence
A tender response is regarded as both a sales document and evidence. Time should be taken to gather case studies, references, safety records, and certificates that will provide proof of being the right supplier to deliver the project. It should also be ensured that all supporting information is up to date. By gathering evidence early in the process, the panic and stress of scrambling for proper supporting documentation at the last minute can be avoided, and good-quality supporting information to help build the case can be ensured.
Step 4: Develop your story
The power of how a tender response is written should not be underestimated. The structure of the response is regarded as essential. All evaluation criteria should be answered, and section headings that closely match those in the RFT should be used. Clear, simple sentences should be written, and jargon and acronyms should be avoided so the response can be read quickly and easily by the evaluator. It should be remembered that 10 or more tenders a day could be reviewed by the evaluator. Clear, compelling writing will not only allow a bid to stand out but will also demonstrate professionalism.
Step 5: Structure and write the tender
Simple headings that closely match the evaluation criteria should be used, and clear, concise language should be employed. Strengths should be built into the response, and claims and statements should be backed up with supporting evidence. Long blocks of text should be avoided to make the submission easier to navigate and skim. Where possible, tables, timelines, or diagrams should be used to present data and complex information as quickly and clearly as possible. Attention should be paid to small details, and consistency in style and tone should be maintained throughout the response. Small details such as these can make a significant difference and demonstrate that the organisation is professional and well organised.
Step 6: Review for compliance and quality
A submission, even if fully compliant and well-written, may be subject to disqualification. The submission should be reviewed meticulously to ensure the required attachment is included. Page limits and formatting should be checked to ensure the response is neat.
It is also recommended that a second set of eyes be enlisted to review the draft for compliance and quality. Missed points may be identified, or minor changes in language or phrasing may be suggested to make the response clearer or stronger. The final response may differ only slightly from the draft, but these small steps can greatly improve the quality of the submission.
It should be remembered that government tender writing is not merely a one-off exercise; by taking the time to do it correctly, each tender can be an opportunity for the business to be represented in the best possible light and for long-term trust and credibility with government buyers to be built. With care and attention, the process of “how to write a tender” can be made repeatable, routine, and less stressful.