The 5 essential non-negotiables in tendering
When it comes to preparing and submitting a tender, there’s more to it than simply meeting the requirements or ticking the boxes. While that’s a fundamental step, a successful tender goes beyond offering a solution. It’s about clearly presenting the net benefits of your proposal with the careful attention to detail and professionalism that the formal tender process demands. This thoughtful approach helps set you up for the best chance to win the contract.
In this blog, we’ll explore the five tender non-negotiables that I believe should always be upheld when preparing a submission. Whether it’s an Expression of Interest (EOI), Invitation to Tender (ITT), Request for Tender (RFT), Request for Quote (RFQ) or any other kind of business proposal offering.
1. Meet every requirement
“The difference between something good and something great is attention to detail.” — Charles R. Swindoll
I don’t think there are any surprises here that number one is to meet every requirement to ensure complete compliance. Compliance means following the tender instructions exactly. Meet all mandatory requirements, formatting, and submission rules. After investing significant time and resources into preparing a tender, the last thing you want is for it to be dismissed by the evaluators simply because you didn’t follow the tender instructions.
Mistakes can be as simple as not following font size guidelines, exceeding the page limit or page size, ignoring file naming conventions, or altering the template. Sometimes, errors are more serious, like failing to include a requested Quality Assurance Plan or referencing other section returnable schedules when the instructions explicitly say not to. In tenders, these requirements are non-negotiable and not open to interpretation, no matter how trivial they may seem to you. These missteps can cost you the tender.
2. Have a plan
“Failing to plan is planning to fail.” — Benjamin Franklin
You wouldn’t run a marathon without training or a game plan, would you? It’s the same with submitting a tender response (and some tenders are very similar to running a marathon). You need to put in the groundwork first and make a plan before you get stuck into those returnable schedules and fire off your responses. This means stepping back to consider the bigger picture strategically, understanding the client’s key pain points, how your solution addresses them, and how to present that effectively for the best chance of winning.
Get the tender team together and brainstorm answers to questions like who is the client? What do we know about the project? Who are the other stakeholders? Who are our worthy competitors? What is the structure of our team? What is our messaging and branding? These answers will shape your tender strategy and help define a strong, client-focused value proposition.
3. Answer the question
“Assumption is the mother of all mistakes.” — Eugene Lewis Fordsworthe
But first things first, do you understand the question? Tender documents can be known for ambiguity, so if the question is unclear, put it out to the wider tender team to gain understanding and alignment. If it’s still unclear, you should have the option to submit a Request for Information (RFI) with the client to gain the extra information you need to answer the question accurately.
Then, answer the question that’s being asked. Don’t overlook any part of the question, especially when many questions are multi-pronged. Answer what was asked, not what you wish was asked. Remember, this is a formal process, and all client requirements must be addressed in full to ensure compliance.
4. Use everyday language
“To write well, express yourself like the common people, but think like a wise man." — Aristotle
Don’t underestimate the power of simple, clear language. Using precise and descriptive verbs can transform your tender from bland to compelling. When paired with straightforward, plain English, these strong verbs make your writing direct, concise, and easy to understand.
Make every word count. Choose words that fit the context perfectly and communicate exactly what you mean, avoid using fancy language just because it sounds impressive. Clarity and accuracy will elevate your tender and help you stand out. Plus, clients appreciate clear, straightforward language that gets to the point. And please, don’t write ‘utilise’ when ‘use’ will do.
5. Proofread thoroughly
“Writing is rewriting.” — Ernest Hemingway
In today’s world of formal tenders and powerful proofreading tools, there’s really no excuse for spelling or grammar mistakes. Or worse, cut and paste errors from a previously submitted tender that name the wrong project, location or client. Yes, I have seen that many times. Oops.
These careless mistakes not only undermine your professionalism but can also cost you the contract. Always double-check every detail before submitting, attention to detail shows respect for the client and confidence in your work. Always be aware that your tender submission is your first impression - a direct reflection of how your business operates and how it will deliver the project because:
“You never get a second chance to make a first impression." — Will Rogers (American humourist and social commentator)
Ready to elevate your tender submissions and stand out from the competition? Contact our expert team at Tender Plus to get tailored advice and support that will help you win your next contract.