If you haven’t written a tender before, it may seem like an uphill task. The good thing is that you can still learn how to write it and compete with other established companies. A tender has to be professionally written for you to qualify as a winner. That’s why you need to understand the rules of writing tenders and the mistakes to avoid to increase the chances of being awarded. Below is a guide on how to write tenders.
Use The Format or Templates Provided
Mostly, tender specifications usually have a response template where you fill in the sections. Follow the template to the core and be keen on any instruction, such as not exceeding the word limit. Not using the format correctly gives the impression that it’s hard for you to follow even the simplest instructions, and no client would want to work with you.
Structure The Document Clearly
Sometimes, the tender specification documents don’t have a response template. That leaves you with the task of coming up with a structure. Whatever structure you use, ensure it’s clear and organized. You can also use illustrations and diagrams to make things clear and easy to understand. Additionally, you can use numbers and bullets to keep your work organized.
Provide All the Relevant Details
For your tender to be considered, you must provide some information. Mostly, you will be asked to provide:
- Company profile
- Capability statement
- Applicable insurances
- Intellectual property rights
You may also be required to provide some documents such as:
- Copy of company registration document
- Copy of the shareholders’ certificates
- Financial statements
- Proof of compliance
If you have never submitted a tender before or your company has just been established, you may not have all the documents required for the tendering process. Fortunately, it’s easy to obtain most of these documents. You can still manage to get them before the tender submission deadline.
Ensure you provide all these information and documents, as lacking even one of them could disqualify you.
Write Clearly and Concisely
When writing a tender, ensure that you answer all the questions in the bid specification precisely and clearly.
Avoid focusing on yourself when you write tenders. Instead, focus on the client and how you can provide a solution to their needs. Writing about yourself should only be to prove that you have the skills and experience to meet the requirements of the client.
Also, don’t focus on how affordable your services or products are and forget to talk about other benefits such as good quality, risk reduction and low maintenance. Clients don’t just go where they will spend less. They also look at the value they gain and don’t mind spending more on where they will get value for their money.
Some tenders will require you to include referees. These are usually people you’ve worked with before and completed work of similar nature with what you’re bidding for. Before including any referee in your tender, ensure you inform them before. Telling them beforehand prepares them on what to say in case they are approached. Include the name, role and contact of the referees.
Proofread The Tender
After you finish writing the tender, you should proofread it and probably get someone else to proofread it for you. Proofreading helps in identifying grammatical spelling and any other errors and correcting them.
If different people have written the tender, each writing a section of their own, get one person to proofread the entire document.
Submit The Tender
There are several ways of submitting a tender. You can do that by sending an email, using a procurement portal, or through a postal submission. It all depends on what the client has specified. Avoid submitting the tender last minute, as IT errors can occur, preventing you from submitting it on time. Not many clients will want to evaluate a tender that has been submitted late.
When writing a tender, you need to be very cautious since a small mistake can make you lose a bid. Ensure you have included all the required information and proofread the tender well to ensure it doesn’t contain errors. Also, make sure you submit it on time. It would be so frustrating to go through all the hassles of writing a tender and submit it late because no one is going to bother evaluating it.
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