Tender submission requirements can be pretty arduous, and sometimes it's hard to resist the temptation to just dump your answers without creating a strategy first. But that can quickly turn into a disaster if you miss some of the requirements or don't answer all questions appropriately.
To create a successful submission, you must follow a specific strategy to ensure it is compelling enough to win that contract. I've prepared a quick beginner's guide to writing the most compelling tender submissions here.
Read the specifications of the contract carefully
Don’t dive headfirst into writing your submission without reading the specifications very, very carefully, highlighting the important parts as you go. While this can be a boring and protracted process, it’s also essential because you must understand precisely the response requirements. Mark all areas that need more attention, such as the primary themes you must address. It will be your starting point to draw out your storyline and winning themes.
Deconstruct the questions
Next, look at some examples of tender submissions. But more importantly, carefully scrutinise the requirements and the questions you need to answer. Avoid the mistake of not answering the questions accordingly. Ask yourself why the tender issuer is asking those questions and what exactly they are looking for in your tender submission. To focus on your response, you must deconstruct each question to break down your answers into manageable sections. That should make your tender writing process a lot easier. Don’t hesitate to clarify anything you’re not sure about before the clarification deadline.
Be persuasive
Now, it’s time to write your most compelling tender submission. The first thing to keep in mind when constructing your response is that you have to be persuasive, not just descriptive. Frame it in a way that it’s most advantageous to the buyer. You must always keep in mind that you have to provide them with the best reasons to award you the contract. Ultimately, you don’t just have to meet the criteria — more importantly, you need to persuade them that you’re the best bidder.
Provide comprehensive answers
One of the reasons some tender submissions fail is by giving one-sentence responses to questions. Check the word limit and provide answers that are as comprehensive as you can. I don’t mean just throwing in words for the sake of filling up the page — your response should be concise but complete — and it should answer every question they ask.
Use simple language
Remember that you’re writing a submission, not a speech. So, avoid flowery words, as it will only make it harder to read and assess. Keep your language as simple as possible to convey your intention as clearly as possible. Make it professional to avoid it from looking like a tender submission template only. If they allow it, you can also use visuals to stress your point and serve as pieces of evidence for your submission. Using tables, graphs, images, etc., is an excellent idea to make it stand out.
Provide evidence for your claims
A persuasive submission takes more than just excellent writing skills. You must be able to provide evidence for your claim that you’re the company most deserving of the contract. Testimonials, statistics, and reports are significant elements that can help convince the buyer of your organisation’s strengths. If the response submission guidelines allow it, don’t be afraid to include supporting evidence.
Avoid fluff
Writing tender submissions always requires you to be straight to the point. Never waste your word limits on fluff and filler content. Be concise, and never write anything that doesn’t answer the question straight away.
Ask an additional pair of eyes to proofread your work
Reaching the end of writing your tender is a great relief. But that doesn’t mean you’re ready to submit it already. Ask someone who is not involved in your contract preparation to proofread your work. I can’t stress enough how important it is to proofread your tender submissions because an additional pair of eyes will always prove useful in finding:
Mistakes, such as unnecessary words or sentences
Contradictions that may sound negative
Missing points that you can include
Present your bid professionally
It may sound like it’s an obvious thing to do when submitting your tenders, but you’ll be surprised at how often this is overlooked. Keep in mind that first impressions are always the most crucial part of the submission process. So, while writing it, ensure your design is consistent throughout the document. Having a cover letter for tender submission is crucial. Then, check the specification requirements relating to how you will submit your tender. If they allow design elements, make sure that you use professional designs. You want the buyer to perceive you as professional, organised, and, more importantly, serious about the tender process.
Get Started
Now that you already have this quick beginners’ guide, you’re now ready to write the most compelling tender submission. But if you think it’s still a little too much for you and you need professional help, TenderWise is here. Just give Pauline a call for a chat on 0400 514579 or contact us here.