10 Things to Avoid When Writing a Tender
Writing a tender
can be a complex and detailed process, requiring skill and knowledge.
Therefore, it is important for tender
writers to know what mistakes to avoid when writing a tender. This
article will provide an overview of the ten most common mistakes that tender
writers should avoid to create successful tenders. By avoiding these common
pitfalls, tender writers can increase their chances of winning the contract and
achieving success in their project.
1.
Making
Unrealistic Promises or Commitments
Tender writers
should be honest and realistic and avoid making promises that cannot be kept.
This is particularly important in respect of delivery timelines, organisational
capability, and capacity, and ensuring promises can be backed up by referring
to real-life past projects the organisation has completed.
2.
Being
Too Vague
The points outlined
below highlight just a few of the main areas in which tender writers should
ensure they are very specific and clear about in their responses:
·
Using
specific examples and case studies to illustrate the organisation's
capabilities and track record.
·
Stipulating
the team who will work on the project, their qualifications, experience and
roles. Include information on the
project manager and key team members and provide details of how the team will
be managed and coordinated.
·
Being
specific about the deliverables and ensure that the commitments made in the
tender are measurable and have a clear acceptance criterion.
·
Provide
detailed cost estimates for the project, including a breakdown of the costs for
each stage of the project and a clear explanation of any assumptions that have
been made.
3.
Ignoring
The Client's Requirements
Tender writers
should tailor proposals to the specific needs of the client, by customising the
proposal to the client's specific needs and requirements plus demonstrating a
clear understanding of the client's expectations and constraints.
4.
Being
Too Long or Complex
Tender writers
must be aware of word count requirements and file size restrictions in their submissions,
or they will risk being automatically dismissed as applicants. Some other ways to avoid submissions being
too long are:
·
Stay
succinct in responses by selecting only the most important information that
aligns with the clients’ objectives and needs.
·
Use
headings, subheadings, and bullet points to organise the proposal and make it
easy to read.
·
Use
tables, charts, and diagrams to present information in a clear and visual way.
5.
Using
Jargon or Technical Terms
Tenders should be
written in plain language for all readers to comprehend. Tender writers should avoid
using jargon or technical terms that may be unfamiliar to the client.
6.
Being
Non-Compliant with The Tender's Requirements
Tender writers
should strictly follow the instructions and guidelines provided by the client
and make sure that all required documents and certifications are included. A
good way to achieve this is to highlight or mark-up these requirements during
the first reading of the documentation pack, then check the final proposal
adequately addresses each highlighted requirement.
7.
Not
Proofreading Before Submitting
Tender
writing submissions
should be free of errors and inconsistencies, grammatically correct and should
be professionally presented. Ideally, the proofreading should be completed by a
person who was not the primary writer as this will make it easier to spot
errors.
8.
Not
Addressing Potential Risks or Issues
Tender writers
should be transparent about potential risks or issues and should include a plan
for addressing them. Attaching your
organisations Risk Management Plan is a good start, but tender writers should
also take time to assess (and address) any risks that unique to the project and
not clearly covered in the standard Risk Management Plan.
9.
Not
Highlighting Unique Selling Points
Tender
writers should
always be aware of the importance of highlighting unique selling points in
order to create a compelling bid for potential clients. Tender writers have a
unique and important job that requires precision, experience, and an
understanding of market analysis. Tender writers must also be able emphasise
the unique qualities and strengths of your organisation, and how they will
benefit the client. This could include highlighting a record of past success or
emphasising specialised skills or services which could give your organisation
an edge in comparison with other companies tendering for the same contract.
10.
Not
Providing References and Case Studies
Tender writers
should include references and case studies, to provide potential clients with
evidence that an organisation or business has the necessary experience and
qualifications to meet their requirements. They also demonstrate that they have
successfully completed similar projects in the past. By supplying relevant
references and examples, a business can build trust with potential partners and
be able to showcase their capabilities in a clear manner.
Tender writers
must ensure that all reference materials are accurate, up-to-date, detailed,
and properly formatted – either as digital files or hard copies – prior to
submission.
In conclusion, writing
an effective tender can be a difficult and time-consuming process.
Nevertheless, following the tips provided in this article will give you the
best chance of success. Avoiding the common pitfalls discussed here will help
you to write an impressive tender that stands out from the competition. Take
your time, don't rush the process, and remember that practice makes perfect.
Try to review and refine your writing as often as possible, and ensure that all
details are accurate and up-to-date.
