If you have never written a professional tender proposal you might find the process quite daunting. Creating a tender for an organisation needs writing skills and a good range of experience in business. For those of you who are not experienced proposal writers you might think that writing the proposal is as easy as preparing the price and specification. However, writing a winning tender proposal for a company is quite a complex task because there are many challenges to overcome in getting it right:
1. Go through the documents carefully
Plan before you proceed. It is important to go through the requirements of the request for tender very carefully. Read the documents thoroughly, note down essential information, and refer back to them when writing the tender proposal.
2. Create a plan to manage the entire project
After you have finished reviewing all the documents and mandatory criteria, you need to plan the response and distribute the work appropriately to your team members. It is vital to place deadlines on the work because this gives everyone a chance to review the finished document components (usually called schedules) and ensure they are consistent.
3. Use the formats provided
Quite often the client specifies a tender proposal template that the bidders are required to follow. These templates have specified sections and can allot word limits or page limits to control the size of the response documents so take care to follow these limits and specifications carefully. For example, commonly the pricing section of a document may need to be completed in an MSExcel document that is formatted specifically for the contract being offered.
4. Write with clarity and brevity
It is important to create a good impression and communicate your thoughts clearly via your writing style. If you are asking a client to select your tender over others, it is a must to keep your document clear and readable. You also need to write in the correct tone and ensure the writing style is professional, as clear as possible and easy to read.
5. Provide all the required information
Request for tenders (RFTs) nearly always require a range of supporting information and documentation.. Supply all the requisites and do not leave any blank sections unless appropriate. If you do not have the requested information try to supply something similar that although it might not be preciseldy what is needed it is an adequate substitute.
6. Select reliable referees
You are commonly asked to provide referees that can vouch for your ability to deliver the goods or service as they are requested. Make sure the referees you provide are reliable. You should be sure that they will offer a complementary recommendation or don’t use them. Do not forget to brief your referees about the project before putting their name forward.
7. On-time submission
Many organisations will not accept late submissions. This is a matter of fairness to ensure that all the tenderers have had equal time to the prepare their bids and no one gets an advantage. . If you need to submit electronically or by paper copy make sure you allow enough time for collating, completing and submitting the document..
In summary, make sure you provide a comprehensive, clear and well-presented document when you submit a tender for your firm. For success make sure you consider all the points here. However; if you feel you need help and it is too difficult to produce a winning submission you may think about hiring a professional to help.