Tender Writing Tips: 5 Common Mistakes To Avoid

The way in how you craft your tender can often determine whether you will lose or win a bid. When it comes to demonstrating how your business stands out from your competitors and why your company should be chosen, there are many hurdles to overcome. All it can take is just one costly and easy to make mistake to lose out on a bid.

Whether it is a simple mistake such as failing to notice misspelt words or a larger mistake such as submitting a non-compliant tender, it is paramount that your submitted tender is error-free. As this is all easier said than done, here are five common mistakes to avoid and some helpful tender writing tips to ensure your application isn’t rejected.

1. Forgetting to refer to the specification

You have finished writing your tender and have provided some great information regarding your company and why you want the bid - but is this information exactly what the Principal, the person identified in the tender, wants to hear? If not, then you have most likely forgotten to refer to the contract specification.

It is a valuable tool for guiding you through your proposal and ensures your tender is organized and provides the exact information the Principal is requesting. As each tender can contain a specific and mandatory criteria, it’s essential to closely read the contract specification as a reference for ensuring you are addressing every contract requirement.

2. Submitting a tender lacking ‘oomph’

You’ve submitted your tender, ticked all the boxes on your checklist, and yet still didn’t land the contract - it may have been because your tender lacked a little ‘oomph’. When reviewing your tender before submission, put yourself in the shoes of the reader. Does your business sound exciting or boring?

You will be competing against many other companies, so standing out is key to grabbing the attention of the reader. Adding visual appeal such as charts, diagrams and images is a great way to engage with the reader. Back up your claims with mini case studies, facts, evidence or testimonials to demonstrate how your business has delivered results for past clients and what you are capable of. Not only are you pitching your products or services but you are also pitching your brand, so make sure you aren’t submitting a tender that will bore the reader.

3. Not being compliant

One of the worst things that can happen when submitting a tender is failing straight out of the gate - and that is exactly what will happen if you submit a non-compliant tender. As mentioned before, one of the best tender writing tips is to always refer to the contract specification.

The compliance requirements for tenders can vary, such as possessing a required amount of experience, turnover and accreditation, or adhering to specific procedures and policies. Failing to comply with any of the requirements will result in a rejected tender.

Apart from closely reading the specifications before deciding to apply for a tender, creating a tender checklist will also help. This will make sure that you have all of the necessary and required documents in order before you start working on your tender response.

4. Using a passive voice

When writing a tender, it’s not just the quality of information that is important but also the quality of the writing itself. Writing in a passive voice (such as “this tender application is being submitted by”) can risk your tender not reading as clearly as it could be.

Whereas writing in an active voice (such as “we are submitting this tender”) will give your writing a direct and authoritative tone. Always answer each question and provide information in a clear and concise manner.

5. Using too much jargon

Another factor to consider regarding the writing is limiting the use of jargon. Sure, you’ll want to make a great first impression and show you’re an industry expert, but using too much jargon and acronyms may alienate or confuse the reader.

Using product and technical details is great for adding extra value, but an overuse of technical information can be counterproductive. Instead, try your best to ensure that you are simplifying all the technical information into writing that is easy to understand. Always ensure that your tender can be easily read by the reader and doesn’t require deciphering.

Turning to experts will help

When it comes to writing a winning tender, it is no simple task and requires years of in-depth experience. It can be an overwhelming and stressful experience, especially if you are new to the complex world of tendering.

However, reaching out to a professional bid writing company provides the ideal solution for ensuring that your tender response is mistake-free. They can provide you with professional tender writing tips, experienced tender writers and more to ensure that your bid has the best chances of being successful!