5 Tender Mistakes That Are Overlooked and How to Avoid Them
Tenders are nothing new, and while businesses might have
a firm handle on the obvious dos and don'ts of tender writing, there are other,
less obvious factors that can be overlooked. Sometimes, tenders speak their own
language and follow their own formulaic system that requires you, the tender writer, to
communicate in a certain way and highlight specific points. Here are the top
five mistakes that are often overlooked when tender writing—and how to avoid
them.
Mistake 1: Using Passive, Not Active, Voice
When preparing a tender response, it’s important to
connect with the reader reviewing your submission and the company they
represent. If you use a passive voice, the formality and subtlety of what
you're conveying can get lost. They may miss your key achievements, whereas
using an active voice tends to emphasise action and impact. The tender process
is about selling your success, and a passive voice may not help the reader
retain the information you want them to.
Mistake 2: Don’t Make it All About You
As a tender writer you want to attract attention by
focusing on your prospect. Begin as many paragraphs as possible with their
name, and use ‘you’ and ‘your’ to personalise your tender. Do some prior
research into their company and weave relevant information into your responses
to show you understand what they’re looking for—and that you can deliver it.
Mistake 3: Missing the Chance to Remind Them of Past
Success
If you've worked with this client before, remind them of
past successes, your capabilities, and the value you’ve delivered. Don’t assume
they’ll remember everything you’ve done. Use the opportunity to reinforce the
credibility and trust you’ve built, along with the benefits of continuing the
relationship. Having worked with them previously also demonstrates that you can
undertake the job, ensuring a seamless transition and continued improvement.
Mistake 4: Cross-Referencing Other Questions
You might think it’s efficient to say, “Refer to our
answer in Question 5,” but this can disrupt the evaluation process. Tender
responses are often reviewed by different team members, and your reader might
not have access to your full submission at once.
Instead, rephrase and repurpose the content so that each
answer stands strong on its own. Even if you're repeating ideas, tailor your
language to match each specific question. Use bullet points, charts, or
examples to keep things fresh and relevant.
Mistake 5: Not Preparing in Advance
Preparation is one of the most important steps when tender writing. While bids
are often not overly complex, they can be time-consuming and require a lot of
information gathering. With tight deadlines, you want to be prepared well in
advance, with all the necessary documentation on hand—some of which can take
time to develop. You’ll also benefit from tracking submission dates,
researching the procurement organisation, and gathering key documents early to
stay organised and ahead of the curve.
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