Tender and proposal writing can often feel like a complex and time-consuming task. The process requires time, effort, and precision. Through my experience of writing hundreds of tenders and proposals for professional services firms and businesses, I’ve noticed that many common mistakes are repeated, which could negatively affect your chances of success.
In this article, I’ll guide you through these mistakes and offer practical tips to improve your chances of winning bids. This is especially important as the landscape of public procurement in the UK evolves under the Procurement Act 2023.
Mistake #1: Forgetting to Answer the Questions
It may seem obvious, but many people forget to fully answer the questions in their proposals. This is particularly crucial for public-sector tenders in the UK, where tender documents are often governed by strict regulations under the Procurement Act 2023.
The new legislation places a stronger emphasis on clarity and compliance, making it essential to respond to every question in the order it is presented, ensuring all aspects are covered thoroughly.
How to Avoid It:
- Review the tender carefully and answer each question completely.
- Double-check that you haven’t missed any sub-questions or additional requirements.
- Ask for clarification if any part of the tender is unclear.
Mistake #2: Too Much Waffle
Being clear and concise is crucial to make your proposal stand out. A proposal full of unnecessary content or jargon can confuse the reader and detract from your key message. UK public-sector tenders, especially under the new procurement guidelines, reward straightforwardness.
How to Avoid It:
- Stick to the point and avoid filler content.
- Use simple, clear language to communicate your key messages.
- Ensure every section serves a purpose and is relevant to the tender’s requirements.
Mistake #3: Using Passive Voice Instead of Active Voice
Active voice is clearer and more direct than passive voice. Using passive voice often creates unnecessary complexity, which is something that should be avoided in formal proposal writing, especially in UK government tenders.
How to Avoid It:
- Use active voice where possible. For example, say “We are submitting this tender” instead of “This tender is being submitted by us.”
Mistake #4: Focusing Too Much on Yourself
It’s easy to get carried away and focus on your own company, but your prospect is reading your proposal to understand how you can solve their problems. Instead of highlighting your own achievements, focus on the client and their needs.
How to Avoid It:
- Use “you” and “your” to make the proposal client-centric.
- Demonstrate how your solution meets the client’s specific needs, rather than just listing your company’s achievements.
Mistake #5: Not Revealing What’s in It for Them
Prospective clients want to know the value they’ll get from choosing you. It’s crucial to explain how your product or service will benefit them. The introduction of the Procurement Act 2023 places greater emphasis on demonstrating value for money, which requires showing clear benefits in your proposal.
How to Avoid It:
- Clearly explain the tangible benefits of your product or service.
- Show how you can deliver savings, efficiency, or other benefits that align with the client’s needs.
Mistake #6: Making Wild Claims Without Evidence
UK procurement regulations require you to back up any claims you make. For example, if you claim to be the best in the industry or the leading provider, you need to provide evidence. This could include client testimonials, industry certifications, or case studies showing tangible results.
How to Avoid It:
- Support your claims with solid evidence, such as case studies, awards, or testimonials.
- Use verifiable data and success metrics wherever possible.
Mistake #7: Not Providing Strong Examples
In order to stand out, your proposal needs to demonstrate real-world success. Avoid vague generalities and provide specific examples that show how your company has solved similar problems for other clients.
How to Avoid It:
- Include relevant case studies that show concrete results.
- Mention measurable outcomes, such as cost savings, efficiency gains, or time saved.
Mistake #8: Poor Presentation
A poorly formatted proposal can give the impression that your company isn’t professional, which could hurt your chances of winning the bid. The Procurement Act 2023 emphasizes the need for clear, transparent, and accessible proposals, so it’s essential to pay attention to the presentation.
How to Avoid It:
- Use clear headings, subheadings, and bullet points to break up large blocks of text.
- Incorporate visuals, such as charts or graphs, to illustrate your points.
- Ensure your proposal is well-organized and easy to read, especially when submitting digitally.
Mistake #9: Forgetting to Remind Them of Past Successes
If you have worked with the client before, remind them of your past successes. This will strengthen the relationship and make them feel confident in your ability to deliver again.
How to Avoid It:
- Mention past successful projects with the client and highlight the positive outcomes.
- Provide evidence of your past work that demonstrates your capability.
Mistake #10: Overlooking Typos and Errors
Despite the importance of content, small errors such as typos or grammar mistakes can detract from your professionalism. A well-crafted proposal with zero errors will always make a better impression, particularly in the UK, where attention to detail is highly valued.
How to Avoid It:
- Proofread your proposal carefully before submission.
- Use tools like Grammarly or have a colleague review your work for mistakes.
- Ensure all questions are answered, and all attachments are included.
Bonus Tip: UK-Specific Considerations for Tendering
With the introduction of the Procurement Act 2023, it’s more important than ever to ensure your tender meets all legal requirements and follows the new streamlined procurement processes. Here’s how you can stay ahead:
- Social Value: As per the new regulations, social value is now a key consideration when assessing tenders. Be sure to highlight the positive social impact your company can bring to the project.
- Updated Tendering Platforms: The UK now uses platforms like Find a Tender and Contracts Finder, which are aligned with the Procurement Act. Ensure your company is registered and all documentation is updated for seamless tender submissions.
- Simplified Procurement: The new regulations make the procurement process more accessible, especially for SMEs. However, make sure you comply with all documentation requirements and provide clear, relevant proposals.
- Transparency: Increased transparency requirements mean that all information provided in your tender will be scrutinised. Ensure your proposal is clear, complete, and supported by evidence.
Conclusion
Avoiding these common mistakes can significantly improve your chances of success when writing tenders and proposals, especially in the UK. With the new Procurement Act 2023, it’s more crucial than ever to focus on clarity, relevance, and compliance. By following the tips in this article, you can craft compelling proposals that stand out in the competitive tendering market.
Key UK Resources for Tendering
- Contracts Finder – Official portal for UK public sector opportunities.
- Procurement Act 2023 Overview – Detailed guide on the new procurement framework.
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Parul is a dedicated writer and expert in the accounting industry, known for her insightful and well researched content. Her writing covers a wide range of topics, including tax regulations, financial reporting standards, and best practices for compliance. She is committed to producing content that not only informs but also empowers readers to make informed decisions.