How to Write a Tender Document

Writing a tender document is simple, but expertise will increase your chance of winning the bid.

Writing a winning tender document requires a good mix of business sense and creativity. Although a tender document is serious business which outlines your sales propositions, it must also clearly communicate your company's brand. The proposal must marry strong technical content to engaging and attention-grabbing wording and design. The way to ensure the decision maker remembers your tender document is by planning it well and making it stand out from the other, boring proposals.

Instructions

1. Read the tender brief carefully and outline the specific selection criteria. When writing your tender document, you will have to pay attention to these points and make sure each one of the criteria is respected and that every question asked is answered.

2. Assess each one of the selection criteria and determine their cost and the timing. Do not underestimate costs; if you're paid too little, you risk being unable to complete the project if you are chosen. And do not overestimate by too much, or your proposal may be rejected as too expensive. Find the balance that will allow you to charge enough to cover all your costs, give you a buffer in case of unforeseen events, and still remain low enough to be considered as a better value than your competitors.

3. Research your competition. Find out what their brand is, what their services are, what people say about them and what their prices are. Try to use this information to your advantage. Determine what it is that you can do better than them, and focus on these areas in your tender document.

4. Start each tender as if it is for your first client, to ensure originality. Draw a plan for your tender by outlining the main sections and then determining important points for each one of the major topics and sub-topics. Depending on the brief, there will be pre-determined sections to write up, or you can choose your own sections.

5. Compose the first draft of your tender document. If you are not a talented writer, hire a copywriter who knows how to use wording to your benefit. You can also ask a copywriter to review your first draft and simply make changes to the writing style so that your brand is clearly communicated. A skilled copywriter will play with your content so that it becomes engaging and reflects who you are. Use formal English business writing.

6. Add a table of contents, page numbers and an index, if necessary. This will make it easier for your reader to know what to expect and where to look for specific information. It also shows that you know how to organize your content and reflects well on your capacity to organize your work as well.

7. Submit your tender proposal to a quality control proofreader before handing it over. Get an editor who will be able to review the document for the quality of the language, and hire an expert to give you critical feedback on the content and structure of your tender.

Tips & Warnings

• Check that your tender document meets all entry norms, respects the established standards, and that all required supporting documents are included. Your proposal can be rejected if you do not follow the expected format, even if the content of the tender is the best out of all the competing proposals.

References

• Business Writing Tips: How to Write a Tender Document
• The Escape: How to Create Winning Tender Documents with a Little Creativity