How to effectively use referees on a tender
For anyone who has worked on a bid, there is a high chance that you were asked to provide referees. This is a common question to come across when tender writing, as the client wants to see what experience your organisation has.
So, why do references matter?
References are a great way to showcase your organisation’s skills and expertise in providing the required services or undertaking a specific project. It also provides the client with an insight into your experience working within the same or similar industry and which organisations you have or are currently working with.
Providing referees and highlighting your key achievements will considerably elevate your submission and provide credibility to your submission.
Now that we understand the importance of providing referees, how would you effectively use them within a tender? Keep reading on for tips on how to get the most out of your referees.
1. Request permission from your referee
To ensure you receive a positive reference and to show respect for your clients, it is a good idea to contact them prior to putting them down as your reference. If your client is happy to be a reference, it is a good idea to provide them with a high level overview of the tender you are going for and the specifications. This will ensure they are prepared if they do get contacted by evaluators and can tailor their answers to be specific to the tender.
There have been situations where a referee preferred not to be named within a tender, which is why it is vital you give them a call requesting permission. If this is the case, you could ask if there is another member of their team who has worked with you and can provide the reference, or else you will be required to go with a different client.
2. Up to date contact details
Another item to double check is that the contact details you have for your references are up to date and correct. This ties in with point number 1 when asking for permission, as it is a good way to check if their details are still correct.
Common details that are requested within a tender reference include:
Name
Title
Email address, and
Mobile number.
There may also be the circumstance where your key contact has recently left the organisation, and you were yet to be contacted about a replacement. Because of this, it is important to make sure you have the right details.
3. Ensure there is a good relationship with your referee
Similar to providing a referee when you’re applying for a new job, a referee for a tender can either make or break your submission. It is very important that you have a positive relationship with the referee you place in the bid as relationships win work.
It is a great advantage to list a referee who you have developed a good working relationship with as they will be able to provide an outstanding recommendation on your behalf.
4. Showcase your capabilities
Providing references is a great opportunity for you to showcase your organisation’s capabilities. The important thing to remember when highlighting this is to ensure you meet the requirements of the current tender you are going for.
For example, if you’re submitting a tender within the transport industry then your reference should also be from that same or similar industry. This will show evaluators that you have the relevant experience and capabilities to successfully perform the required services.
A great way to showcase your capabilities includes highlighting your key achievements on current projects. This could include providing any value for money initiatives, examples where you completed the project ahead of schedule, or a time when you effectively used your problem-solving skills which demonstrated your ability to adapt and overcome complicated situations.
5. Remember value over volume
We’ve all heard the saying ‘value over volume’ or ‘quality over quantity’ but what does this mean in terms of references? It’s understandable to want to provide great detail about your outstanding experience however, this may not be the best approach. Tender references may come with a word or page limit which needs to be adhered to in order to submit a compliant bid.
It's also important to be selective when choosing which references to place within a tender. Assuming there is a limit on the number of references you can place in the bid, ensure you choose the most appropriate and relevant projects to highlight. This approach will guarantee your skills and expertise have been demonstrated whilst also not overwhelming the evaluators with excess information.
What should you do if the tender is not requesting references?
As common as tender references are within a bid, what should you do if they’re not being requested? You don’t want to miss out on demonstrating your knowledge of the industry or your specialised skills in providing the required services, so a great way to work around this is by providing case studies and/or testimonials to your submission.
Case Studies:
A case study is an in-depth analysis of a project, service or client experience, often demonstrating any problems, solutions and results. It is a valuable tool for showcasing your organisation’s capabilities and expertise, as they provide concrete examples of how you have successfully addressed similar projects in the past.
Testimonials:
A testimonial is shorter than a case study and usually highlights endorsements from your clients focusing on either the quality, performance, or service provided by your organisation. Testimonials are valuable because they provide social proof and credibility, helping to build trust and confidence among potential clients.
The next time you find yourself struggling to choose which references to place within a tender, use the above tips to help find your way.
Tender Plus specialises in providing tender consulting services for all your bidding needs! Get in touch with our team today for a chat about how we can help you.