Why Writing Tenders Will Never Be the Same Again!

Writing tenders is a strictly matter where “how to write” is about as important as “what to write”. This is why organisations invest in experienced technical writers for producing compelling proposals that are well-structured, lawfully accurate and address the other company’s policies in a simplistic layman’s writing style.

However, to make the process of tender writing a bit easier, we have created an 8-step guide for you to understand the careful details of the process. Read on.

Step 1: Finding the Opportunity

Having a system in place which alerts you when a suitable opportunity arises can help you in keeping a track and not missing out. This can be set through the following ways

• Personal networking: This is one way to lock potential bids. If you have a list of contacts in your industry of choice, you can set up a system of regular mailing and follow-ups with them. This way, you will be able to schedule your meetings accordingly and this kind of personal relations will help in boosting your chances of landing a deal.
• Public notices and notifications services: These are two of the easiest ways of tracking open tender opportunities. Newspapers and trade publications regularly print advertisements about open tenders and tender notification applications alert you whenever your industry-specific bid opens up.

Step 2: Sorting

When you are working with bulk notification systems, you might get alerted about open deals that are not meant for you. In such cases, take a look at the key performance criteria and sort the suitable tenders out before gathering the required documents.

Step 3: Analysis of Components

Every open contract is divided into categories and sub-categories of deliverables. Before starting to write the tender, list down these elements. This step will help you to comprehensibly break down your own costs and allow you to demonstrate value better than your competitors because you will be better able to include all the necessary information in your tender document.

Step 4: Discern your KPIs.

The buyer company sorts their potential bidders based on some common key performance measures, such as bidding company’s cost efficiency, compliance, financial viability, experience, and value-added services.

Generally, the significance of each of these criteria will be mentioned in the project document and addressing these criteria in your proposal can increase your chances of landing the deal.

Step 5: Resource Allocation

Once you are through with all the above-mentioned steps, you need to identify skills and resources for all the elements of the deal. For instance, the cost allocation for sub-contractors, as well as, in-house staff need to be done for you to develop a cost-effective proposal for the buyers.

Step 6: Accumulating Supporting Documents

Submitting the right documents is an important compliance requirement. Not submitting all the asked document and submitting extra (and irrelevant) ones, both can work against you and hamper your chances of winning the deal.

So gather all the supporting documents as asked by the buyer before writing the proposal and ensure your chances of getting selected. Documents such as insurances, financial statements, accreditations, and policies are commonly asked by all the companies.

Step 7: Writing the Tender

If you want to secure that deal you need to stand out in the crowd with your tender proposal. And keep the following points in mind while writing:

• Address all the points mentioned in the buyer’s document
• Use simple language that is easy to understand.
• Pay attention to the repeating keywords used in the buyer documents and use them in your proposal. For instance, if the work “cost-effective” is used at multiple places in the buyer’s document, that means cost-effectiveness is the main highlight of the deal and you should prepare your proposal around the same.
• Give suitable examples from your previous deals to build trust.
• It is paramount to emphasise your expertise.
• Draw relevant references from the documents you are submitting
• Do not use jargon.
• Before submitting, have your proposal proofread by someone else. And if possible, more than once.

This is your only opportunity to sell yourself, so do it the best way possible. Persuasive tender writing is a skill which is learned with practice, so do not shy away from taking help when you need it.

Step 8: Checklist

Prepare a submission checklist for your help before submitting the final documents.

In the End

Tender writing is a highly crucial and technical process. So do not rush things. Give yourself enough time to complete everything that is required to meet the buyer's compliance. Having a system in place with make things much easier and verifiable, which will save a lot of time for you.

Hiring a professional will surely give you an advantage in the process, but it is also important to choose one with at least ten years experience and a solid portfolio of case studies to showcase their work, therefore consider Madrigal Communications, the expert tender writers in Sydney.

All the best!