How Case Studies Can Improve Your Tender Success Rate

When it comes to winning tenders, writing a compelling response is only half the battle. The other half lies in building credibility and trust, and that’s where case studies can help you to shine and set you apart from your competitors.

Whether you're bidding for government contracts, commercial cleaning agreements, or construction tenders, integrating real-world examples of your past success can significantly boost your win rate. Here's how and why.

Why Case Studies Matter

The provide proof over promises! Tender evaluators have heard it all before—"we’re reliable," "we deliver on time," "we value quality." But anyone can make those claims. A case study shows how you've done it.

It provides:

• Evidence of performance
• Context around challenges solved
• Measurable outcomes

This moves you from generic assertions to compelling proof of capability.

They demonstrate relevance

The best tenders are tailored, not templated. Case studies help you mirror the client’s needs by showing how you’ve already solved similar problems or worked with similar organisations. For example, if you’re tendering for a client with multiple sites, something like this will speak directly to their requirements:

“Through our contract with <company name>, we managed 12 buildings spread across multiple geographical locations within <region>, and delivered daily cleaning services with a 97% audit compliance rate.”

They build trust! Case studies introduce a human element. By referencing real clients and actual outcomes (with permission), you position yourself as a trusted, proven partner, not just another contractor. The tender issuer will read your case study and think “If they’ve done this before, they can do it again, with us.”

How to makes a strong case study

A good case study follows a simple structure:

1. The client - briefly describe who they are, the sector they operate in, and why they needed help.
2. The challenge - what issue did they face? Tight timeframes? Complex compliance? A high-traffic facility?
3. The solution - outline the specific actions your team took, such as equipment used, staff deployed, methodology applied, and any innovations introduced.
4. The outcome - include measurable results, such as service delivery KPI’s, audit results, client testimonials (if available), and ongoing engagement or contract renewals.
5. Alignment with tender requirements - where possible, highlight how this past work aligns with the current opportunity, such as the same services, industry, or scale.

How to develop effective case studies

The most effective way to use case studies effectively is to get them written at every opportunity:

• Use more than one to demonstrate capability across various contexts (such as urban/rural, government/private, high-risk/low-risk).
• Keep them concise and focused (1 - 2 pages each).
• Format clearly with headings, bullet points, and outcomes.
• Tailor them to each tender, and highlight what's most relevant.
• Ensure you have permission to use names or testimonials.

Ready to improve your tender win rate?

Including tailored, strategic case studies in your tender submissions can:

• Differentiate your business from competitors
• Strengthen evaluator confidence
• Provide a compelling story of your value in action

So don’t leave your past wins on the shelf – instead, turn them into tools that help you win more work.

Need a hand creating powerful case studies?

Whether you're in cleaning, construction, security, or professional services, TenderWise can help you write case studies that speak directly to tender evaluators and improve your win rate.