Tendering Tips

Whether you’re running a business, in a partnership, a sole trader or contractor, tendering for work can be time consuming. But it can also bring great rewards. You should think carefully before, during and after the process. Finding the right opportunities, doing the prep work and being vigorous during the tendering process will increase your chances of winning contracts. Find below the 10 generic tips for good tendering practices:

1. Use Correct Tender Templates 

If the buyer has given you specific tender documentation, use the templates you have been provided with as the buyer may have their own reasons to do comparative measures.

2. Follow Tender Instructions

Tenders include response forms which set strict word limits, and ask questions geared towards seeking ideal submissions. Make sure you read any prompts and instructions before you begin to prepare the tender.

3. Provide Accurate Details

Consider the required and expected details in tender documentation including the specifications. Often the buyer will request information including your pricing tables, and experience with similar requirements. Material such as your company profile, capability statement, any proposed changes to conditions, and contracts may not be explicitly asked for, however are often an indication of a powerful bid.

4. Pitch A Competitive Price and provide best value

Is the price right? If you are unsure whether your quotations, bids or proposals are too high or too low, it’s important to be reasonable considering that most international organizations are not for profit and are dependent on the budgetary and extra-budgetary contributions they receive for the implementation of their activities.

5. Ensure Company Details Are Correct 

Make sure you have the correct spelling of any company names you may be addressing in the tender, as well as their correct titles. You would be surprised by how many bids spell the name of the company wrong, while they are concerned with other aspects of the tender.

6. Sign All Components Requiring Signature

There are many elements in a bid in need of signature, one of the most common tender mistakes is failing to sign sections, or signing bids incorrectly. Some organizations have strict instructions for signatures, including initialing adjustments, supplying signatures from witnesses, or signing across entire pages of documentation. Check everything is signed correctly before submitting your tender.

7. Choose The Right References And Testimonials as requested

Testimonials come from endorsements and good reviews. Characteristics of a professional reference include an accompaniment of job title, and contact details, and originates from credible sources.

8. Check Your Bid For Spelling and Grammatical Errors

Editing your tender is a crucial step before submission, and should not be left to the last minute. Spend time looking for spelling and grammatical errors, and try reading out loud to reveal sections that need revised. If you’re not confident in your ability to proofread, ask a coworker, use programs with spell check, or hire an editor.

9. Consider Design and Aesthetics 

If you have been asked to submit materials alongside tender documents such as a cover letter, company statement, or title page, it’s important to review your current design features. A company logo, letterhead, and aesthetic considerations will go a long way in appearing professional.

10. Submit Your Tender Early

Your tender should be sent to the procurement entity early to allow for possible time delay and unforeseen occurrences. If you are submitting your bid online, consider the chance of network errors.