Before you write a word: read the whole pack
Most tenders are not lost on the writing. They are lost on something in the pack that was missed. Read every document the buyer released, not just the questions:
- The request for tender or request for quote, for the scope and the timeline.
- The conditions of tender, for how to lodge, what makes a response non conforming, and how it will be evaluated.
- The returnable schedules, which are the forms you must send back.
- The specification or scope of works, for what you are actually pricing and promising.
- The pricing schedule, which usually must be used exactly as provided.
- Every addendum, because a late addendum can change the closing time, the scope or a form.
As you read, keep two lists: the knock outs (anything that says must, mandatory, will not be considered or may be excluded) and the returnables (everything the buyer wants back).
Decide if it is worth bidding
A tender you are unlikely to win costs the same hours as one you will win. Before you commit, ask: have you done this work before, can you show a job and a referee, can you meet every mandatory requirement, is your insurance at the level asked, and is this work you want more of? Three or more no answers usually means walk away. Our go or no go guide sets out the full check.
Answer the question that was asked
Evaluators score against their criteria, usually with a marking guide. Make each point easy to find.
- Use their structure. Answer in the same order, with the same headings and words as the question.
- Put the answer first. Open each response with a direct answer in one or two sentences, then the detail.
- Cover every part. A question with four parts has four parts to score. Missing one costs marks.
- Respect the limits. Page and word limits are often enforced, and text past the limit may not be read.
Prove it with evidence
Claims without proof tend to score in the middle. Specific detail scores higher.
| Generic (scores low) | Specific (scores higher) |
|---|---|
| We have extensive experience in this field. | We have delivered 14 similar contracts for councils since 2019, three over $1M. |
| Our team is highly qualified. | Our supervisor holds a Certificate IV in WHS and has run crews of six for eight years. |
| We are committed to quality. | We run a weekly site audit against our ISO 9001 certified system and report results to the client monthly. |
Example answers, made up.
Name the people, the projects, the referees and the results. Never invent any of them. If you do not have something the buyer asks for, say how you will cover it.
Get the price and the forms exactly right
Use the buyer's pricing schedule as issued. Do not change its structure, add your own conditions or leave cells blank unless the instructions allow it. Check whether prices must include or exclude GST. Fill every returnable schedule, sign where asked, and get any statutory declaration witnessed by an authorised person.
Check before you lodge
- Every addendum checked and acknowledged
- Every returnable included, in the format asked
- Every mandatory requirement met, with proof attached
- Insurances and licences current on the closing date
- Answers agree with each other and with the price
- Forms signed by an authorised person
- File names and sizes the portal accepts
- Uploaded early, with the receipt saved
Portals slow down near closing time, and late responses are usually not considered. Aim to lodge the day before.
A simple writing plan for a two week tender
| When | What to do |
|---|---|
| Day 1 | Read the pack, list knock outs and returnables, decide go or no go |
| Days 2 to 3 | Send clarification questions; book any briefing or site visit; gather certificates |
| Days 3 to 8 | Draft the scored answers, starting with the highest weighted criteria |
| Days 6 to 9 | Build the price in the buyer's schedule; check it against the methodology |
| Days 9 to 11 | Review against the criteria; fix gaps; get sign off |
| Day 12 | Final compliance check, then lodge a day early |
Adjust to your tender period. The point is to leave the last day for checking, not writing.
Common mistakes that cost marks
- Answering a different question. Reusing an old answer that does not match this buyer's wording.
- Company history first. Evaluators want the answer, not the background.
- No numbers. Crew sizes, response times, volumes and values make claims believable.
- Inconsistency. The methodology says three crews but the price allows two.
- Missing parts. A four part question answered in three parts.
- Late addenda ignored. The answer is written to the old scope.
Questions
How long should a tender response be?
As long as the buyer allows and no longer than it needs to be. Follow any page or word limits exactly, and make every paragraph answer part of the question.
Can I use AI to write a tender response?
Yes, if it works from your real information and you check every claim. Generic AI text with no evidence tends to score poorly, and invented facts can lead to exclusion or contract problems later.
What is the most common reason tenders fail?
Missing a mandatory requirement or a returnable, or lodging late. These can exclude a response before its answers are even scored.
Should I write the price or the answers first?
Do both in parallel and check them against each other. Your methodology, resources and price must tell the same story.
Can I submit more than the buyer asks for?
Only where allowed. Extra attachments the buyer did not ask for are often not read and can break page limits.