Tender Writing Tips

We understand that some of our tendering documents often discourage suppliers keen to do business with us. This is a quick guide on how to structure and word your responses in a clear and concise way which will make it easier for the evaluator to assess your submission.

Structure

The main objective for each answer you give, should be to:

• Demonstrate your understanding of what is required from you
• Assure the evaluator that you have the skills / requirements
• Persuade the evaluator that you are the right supplier for the job

It is important that you stick to any restrictions given to you (such as word count) and plan your answer accordingly.

When writing your answer, try to keep sentences short and direct. Using bullet-points is another good way to get a message across without accidently falling into the trap of rambling.

Try to remember that the evaluator is looking for specific information, and the clearer these are displayed in your answers, the more likely they will be spotted and scored accordingly.

Content

The words you use while answering a question could greatly determine the impact the text has on the evaluator. Always remember that you are trying to assure us that you have the requirements and /or skills being asked for.

Always ensure you are answering the question asked. Make sure you look carefully at the wording of the question. Words such as ‘Explain’, ‘Outline’ and ‘Describe’ can greatly change what the evaluator is expecting from you. 

If there is no ‘word-limit’ specified, then check the evaluation sheet provided with the tender document to see what the weighting of the question is. This will help you to measure the amount of time/resources you will need to use when answering. The general ‘rule of thumb’ is that if a question has a higher weighting, then the evaluator is looking for a much more detailed and informative response. 

Some key Do’s and Don’ts:-

Do

• Ensure that the grammar and the spelling are free of errors
• Use positive wording such as ‘can’ rather than ‘could’.
• Use clear and simple words. Use jargon only if necessary.
• Respond to questions in the view of your company. Avoid first-person responses.
• Vary the sentences and dialogue used to keep the response interesting.
• Consider the vision of the Council.
• Ensure all information provided is correct and accurate.

Don’t

• Assume that a first pass at a response is going to be the best. Go back over it and see what could be altered to make it flow better, or become more informative.
• Write vaguely, instead try and keep answers sounding strong and confident.
• Shoehorn answers to questions you are unsure of. The procurement staff can provide help with any queries you may have.

Summary / Disclaimer

Ensure that you have incorporated the 4 C’s in your bid:-

• Correctness: Make sure wording, grammar, and data are accurate;
• Consistency: Make sure your style and phrasing flows;
• Conciseness: Make sure responses are clear and comprehensive;
• Continuity: Make sure responses are made in a logical order and linked together.

Please note that these tips are only to be used as an aid. They do not guarantee a ‘top-scoring’ answer alone.

For more detailed information on how to write and present effective tenders please view the downloads tab. 

All of this information is designed to assist suppliers in completing key tender documentation used in the public sector. It should be noted that these documents are ones used by Procurement Lincolnshire and other public sector tender documentation may differ slightly. For some tenders Procurement Lincolnshire may amend some of the wording to better fit that opportunity. Always remember if you have any questions on the content of any tender documentation always ask the named contact for that particular tender.