How to Write a Tender

If you have stumbled upon this blog, chances are you are on the brink of diving into the world of tenders and bid writing. Whether you are a business owner, a budding bid writer, or considering the freelance tender writer route, mastering the tender process is an essential skill that could set you apart from the competition. In this light-hearted simple guide, I will walk you through the basics of how to write a tender. 

Understanding the Tender Process 

First things first, let us demystify what a tender is. In simple terms, a tender is a formal offer to do work or supply goods at a fixed price. The tender process then is the method by which businesses are invited to submit their bid to supply these goods or services. This process ensures fairness, transparency, and that the best possible bid wins – ideally! 

The Role of a Bid Writer 

Enter the bid writer – the unsung hero of winning contracts. A bid writer compiles and submits bids on behalf of companies. This is not just about great writing (though that certainly helps); it is about understanding client needs, market demands, and how to articulate why your company is the best fit for the job. Remember, a good bid writer does not just write; they tell a compelling story. 

How to Write a Tender

Step 1: Do Your Homework 

The first and most crucial step in the tender process is to thoroughly understand the tender document, especially the specification section. This document outlines exactly what the client is looking for, including detailed specifications of the services or products required, delivery and quality expectations, and the criteria for evaluation. It is not just a formality; it is the blueprint for your entire bid. 

Why is the specification so important? 

Clarity: It ensures that you understand all the client's requirements. Missing or misunderstanding even a small part of the specification can lead to your tender being non-compliant, essentially disqualifying you from the competition. 

Targeting Your Response: Knowing the specifics allows you to tailor your response precisely to what the client needs. It is not about offering what you think is best but what the client has explicitly asked for. 

Competitive Edge: The specification can also clue you in on areas where you can differentiate yourself. By addressing each point with a clear, well-thought-out response that highlights your unique strengths, you enhance your chances of standing out. 

Step 2: Plan Your Bid Response

Create a visual or conceptual map of your bid by storyboarding your overall offer using insights from key stakeholders and subject matter experts within your business. Storyboarding ensures that all parts of the tender are thoughtfully addressed and that there is a cohesive flow to your offer. 

Once you have storyboarded your bid, you can start by outlining your responses. This is where you match your company's strengths with the client's requirements and decide how to present them effectively in each individual response. Involving subject matter experts (SMEs) from within your business significantly enhances this process. These experts bring a depth of knowledge in specific areas that can significantly bolster the credibility and accuracy of your bid. 

Step 3: Draft Your Tender 

Now for the actual writing part. Keep your language clear and your tone confident. You are aiming to give the client confidence in your ability to deliver. Make sure you address all the points mentioned in the tender document. 

Replicate language from the Specification: Use terminology exactly as it appears in the tender document. For example, if they refer to a role as "Project Coordinator," use that exact term instead of "Project Manager." 

Incorporate Evidence, Metrics, and Statistics: Demonstrate your capability with quantifiable achievements, relevant case studies, and testimonials that underscore your track record and reliability. Anybody can say they are good at something; you need to prove it with credible evidence!! 

Presentation: Use subheadings to break up large blocks of text, this will make it easier for the evaluator to navigate your response. Use tables and flow charts to present evidence and processes and where allowed include images and infographics to make your submission more visually appealing. A picture can replace a thousand words! 

Step 4: Review Your Bid 

When your first draft is ready, get it reviewed. Never skip the bid review step. A fresh pair of eyes can catch mistakes you might have missed and suggest improvements. This could be a colleague or, if you want to ensure your tender is top-notch, consider professional bid writing services for that final polish. 

Step 5: Submit Your Tender 

Once reviewed and refined, it is time to submit your tender. Make sure you adhere to the submission guidelines laid out in the tender document. Late submissions typically are not considered, so watch the clock and give yourself plenty of time for portal uploads. 

Wrapping Up 

Writing a winning tender does not have to be a daunting task. With the right approach, a bit of practice, and some professional help, you can successfully master the art of bid writing. Remember, every tender is a learning opportunity. Whether you win or lose, each bid teaches you something valuable about crafting successful future responses. 

So, there you have it – your cheat sheet to navigating the world of tenders with confidence. Ready to write a tender? Grab your pen, or call up that freelance tender writer, and start writing that bid!! Check out other blogs on our website which go into more detail about each of these steps, if you want to delve deeper into the detail of how to write a bid.