1. Understand the Client’s Requirements Fully 

Before you start writing your bid, invest time in understanding what the client wants. Often, organizations outline specific criteria in their tender documents. Read these documents carefully, identifying key requirements, deliverables, and evaluation metrics. Make sure to:

• Highlight the Evaluation Criteria: Focus on the aspects that carry the most weight, such as cost, quality, and technical expertise.
• Ask Questions: If you’re unclear about any aspect, reach out to the client for clarification before the deadline. This shows initiative and ensures your proposal aligns with their expectations.

Example: If a client specifies sustainability as a priority, ensure you highlight your company’s commitment to eco-friendly practices, showcasing past projects where you delivered green solutions.

2. Tailor Your Bid Proposal 

One of the most common mistakes in tender writing is submitting generic proposals. To stand out, tailor each bid to the specific tender. Customize your approach by:

• Researching the Client: Understand their business, industry, challenges, and goals. Then, align your proposal with their vision.
• Addressing Their Pain Points: Use the bid as an opportunity to show how your solution can solve their problems better than your competitors.

Example: A local government may value community engagement, so your bid should emphasize how your services will benefit local residents and stakeholders.

3. Provide Evidence and Case Studies 

Clients want to see tangible proof of your ability to deliver. Including case studies or examples of past successes gives you credibility and builds trust.

• Use Data: Where possible, quantify your successes. For instance, mention how you reduced costs by 15% in a previous project or improved efficiency by 20%.
• Testimonials: Include client testimonials to add authenticity to your claims.

Pro Tip: Create a library of case studies to pull from when writing your bids, ensuring they are relevant to the tender you are applying for.

4. Be Clear and Concise 

Complex or jargon-heavy bids can confuse evaluators and hurt your chances of winning. Aim for simplicity and clarity in your writing. Here are some key tips:

• Use Bullet Points: Break up text with bullet points and headings to make your bid more readable.
• Avoid Overuse of Technical Terms: Unless the tender demands technical detail, keep the language accessible to all readers.
• Stick to Word Counts: If the tender specifies a word count, follow it strictly.

Example: Instead of saying “We will implement a holistic, multi-channel approach to enhancing operational efficiencies,” you could say, “We will use proven methods to improve your processes and save time.”

5. Offer Competitive Pricing Without Compromising Quality 

While pricing is an important factor, it’s not always the cheapest bid that wins. Clients often look for a balance between cost and value. When setting your pricing:

• Break Down Costs: Be transparent by offering a detailed breakdown of costs so the client knows where their money will go.
• Value Proposition: Clearly outline the value you bring to the table, demonstrating how you’ll deliver better results than your competitors.

6. Follow Instructions to the Letter 

Many bids fail simply because they didn’t follow the instructions. Each tender will have specific submission guidelines, and not adhering to them can disqualify your bid.

• Double-Check Requirements: Ensure your proposal includes all required documents, forms, and certifications.
• Meet Deadlines: Submit your bid before the deadline. Late submissions are often discarded.

7. Showcase Your Team’s Expertise 

Clients want to know they’re hiring a team with the necessary skills and experience to execute the project. Use your bid to introduce your team and highlight their qualifications.

• Key Personnel: Detail the experience of key team members who will be directly involved in the project.
• Relevant Experience: Mention any relevant certifications, awards, or industry recognition your team has received.

Example: If you’re bidding for an IT contract, emphasize your team’s experience with the specific technologies required by the client.

8. Proofread and Edit Thoroughly 

Nothing looks more unprofessional than a proposal filled with typos, errors, or inconsistencies. After you’ve written your bid, take the time to proofread and edit it carefully.

• Use Professional Editing Tools: Tools like Grammarly or Hemingway can help polish your writing.
• Get a Fresh Perspective: Have someone else review your bid before submission to catch errors you might have missed.

9. Include a Strong Executive Summary 

An executive summary is often the first section evaluators read, so make it count. This summary should provide a high-level overview of your proposal, emphasizing the value you offer.

• Focus on Benefits: Highlight the most compelling reasons why the client should choose you.
• Keep It Short: The summary should be concise yet powerful, drawing the reader into the rest of your proposal.

10. Follow Up Post-Submission

After submitting your bid, don’t simply wait for results. Be proactive in following up with the client. A polite follow-up can demonstrate your enthusiasm and commitment.

• Ask for Feedback: If your bid isn’t successful, request feedback to improve future submissions.
• Maintain Relationships: Keep communication channels open, even if you don’t win, as this can lead to future opportunities.