Writing a winning tender can be a complex and time-consuming process, but the effort can pay off if your business or organisation is selected as the successful bidder.

To increase your chances of success, it's important to start by carefully reading and understanding all of the tender documents.

The very first step in preparing a tender

The first step in preparing to write a tender response is to read ALL of the tender documents.

These documents can include a request for tender, conditions of tendering, conditions of contract, and a quote template for costs, among others.

It's essential to read all of these documents carefully, making notes in the margins, highlighting key information, and creating checklists of must-haves and should-haves.

Why you need to read the tender documents

By thoroughly understanding the tender documents, you will be able to identify any conditions or requirements that your business or organisation cannot or will not meet.

This information is crucial when developing your response, as you will need to clearly communicate which requirements you can meet and which you cannot.

Need to know tendering process information

It's also important to understand the tender scoring systems, including the weightings for any criteria such as local industry development or Indigenous participation.

This information can help you identify how you can develop in these areas or are already addressing the requirements.

Creative thinking can also be helpful in this process, as you consider what you are already doing, what you can do whether you win the tender or not, and what you will do if you win the tender.

Don't forget tender attachments and supporting documents

As you read and make notes, think about what other documents or information you will need to collate or create to be able to meet the requirements.

This may include reading and researching policies, strategies, regulations, or standards.

It's essential to consider all of these factors before you begin writing your tender response.

You DON'T have to bid for the tender

If, after reading the tender documents, you realise that you cannot proceed, you have the option to not submit.

If you decide not to proceed (even if there are 200 pages of reading) you have only used a small amount of time.

You can also submit a non-conforming tender which is effectively a request to the client to negotiate on terms in the tender and/or contract conditions or submitting a tender that doesn’t conform to the clients exact request but that you think is a better solution.

However, this does have a certain level of risk attached, so it should be carefully considered AND you may need to use a lawyer to support this negotiation.

To sum this all up - reading and understanding all of the tender documents is essential when preparing to write a winning tender response. By carefully reviewing the documents, making notes, and identifying any requirements or conditions that your business or organisation cannot meet, you can increase your chances of success.

Stay tuned for Part 2 of our series on how to write a winning tender, which will cover planning the tender writing project.

Conni

I am a corporate writer based in Darwin Northern Territory. I love writing tenders and helping people to grow their businesses and organisations.

If you are still unsure about writing your tender, book a free 30 minute consultation to discuss On The Same Page Consulting's options for supporting you to write your tender.