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.

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