Our tender review service is proving increasingly popular as businesses grow their experience in tendering and have in-house personnel to undertake the initial planning, drafting and re-drafting required. However even with skilled resources, a number of our clients still want that second pair of professional eyes to look over what they have written so their business can benefit from our expertise.
We are happy to pass on some of our top tips about how to avoid potential pitfalls, so you can build these into your writing processes:
Pitfall 1: Avoid vague language. Instead of using terms like “regularly” or “often,” be specific. For example, instead of saying, “We regularly carry out research…,” say, “Each quarter, we conduct research on XYZ, which is managed by…”.
Pitfall 2: Don’t assume the reader knows acronyms. Always explain acronyms, preferably at their first mention in each response. Keep in mind that some tender submissions are evaluated in sections, so evaluators may only read parts of your submission or select questions (and not all of them).
Pitfall 3: Avoid cross-referencing between responses. As noted in Pitfall 2, submissions may be divided and reviewed by different evaluators. Don’t assume evaluators will have knowledge from other sections or refer to content elsewhere in your submission. Many buyers will ask in their instructions that you do not cross reference between responses, indicating how important avoiding this pitfall is.
Pitfall 4: Ensure consistent spelling. Double-check for consistent spelling across all responses, especially for software, systems, names, and job titles.
Pitfall 5: Avoid long sentences. Keep your sentences concise. If you need to catch your breath when reading aloud, your grammar and punctuation may need improvement.
Pitfall 6: Stick to the word count. If a word count is specified for each question, make sure you stay within the limit. Aim to use the full word count while keeping your content relevant, as the word count may indicate the importance of certain questions.
In addition to avoiding these pitfalls, other areas to consider when reviewing each question response in the draft submission include:
- Does the response answer all aspects of all the question raised? If the question has multiple parts, the response should mirror this. Ideally in the same order.
- Are the responses easy to read, understand and digest? It is important that your responses engage the evaluators that are not subject matter experts (as well as those that are).
- Have you paid attention to the scoring criteria when answering the questions? To ensure you are giving due weighting to your responses. Understanding in detail how the tender is being weighted and how each response will be scored will help you to structure them correctly. For example, the buyer may be seeking evidence or innovation in responses for higher marks.
- Have you used graphics and visuals to provide evidence and make the responses easier on the eye? Great! But remember to check if these are permitted and if they may also be captured by the word count.
If you’re uncertain about how to apply these tips, reach out to us and take advantage of our expert Tender Review service. We’ll arrange a thorough review and critique of your draft responses to significantly enhance your tender submission!