Tender and proposal writing is something many of us would rather avoid. It can be a long and tiring process. Writing these documents takes a lot of time and effort.
I have written hundreds of tenders and proposals for professional services firms and businesses. Through this experience, I have noticed that people often make the same mistakes. These mistakes can hurt their chances of success.
In the following sections, I will highlight the most common errors. By understanding these pitfalls, you can improve your writing and increase your chances of winning bids. Let’s take a closer look at what to avoid.
Mistake number 1: Forgetting to answer the questions
It may seem obvious, but many people forget to answer the questions. This is especially true for formal tenders, like those for government contracts. It’s important to answer the questions in the exact order they are asked. Many tenderers overlook this step and then wonder why they are not shortlisted or selected.
Mistake number 2: Too much waffle
Keep it short and clear. Your reader will look at many tenders or proposals. Yours will stand out if it is easy to read and gets to the point quickly. Avoid long, unnecessary words.
Mistake number 3: Using passive, not active voice
Active voice is clearer and more direct than passive voice. The voice of a verb shows us if the subject is doing the action (active) or if something is being done to it (passive).
Active: We are submitting our tender.
Passive: This tender is being submitted by…
Mistake number 4: It’s not all about you!
To grab attention, focus on your prospect. Start many paragraphs with their name. Use words like ‘you’ and ‘your’ to make your tender more personal. This approach shows that you care about their needs and interests.
Mistake number 5: Not revealing what’s in it for them
Your prospect wants to know what they will gain by choosing you. It’s important to tell them clearly. Show how your skills, knowledge, or experience can help them. Explain the benefits of what you offer.
Mistake number 6: Making wild claims
If you say things like “we are the leading provider” or “we offer the best value,” you need to support those claims. Use proof from the media, testimonials from satisfied clients, awards you’ve won, or positive survey results to back up your statements.
Mistake number 7: Not giving great examples
Use clear and strong examples to show how you help your clients. Short case studies work well. Share specific facts or testimonials that highlight your impact. Show how you helped a client save time or money. Explain how you created an innovative solution for their problems.
Mistake number 8: Looks can kill
Poorly designed tenders and proposals often fail right away. If yours are well organized, they will be attractive and easy to read. Use headings, sub-headings, images, diagrams, and plenty of white space. If you are applying for a project, include a timetable or a project management plan.
Mistake number 9: Forgetting to jog their memory.
If you’re writing to a client you’ve worked with before, remind them of your past successes together. Mention any problems you’ve solved or extra value you’ve provided. Explain the advantages of continuing to use your service or product.
Mistake number 10: Overlooking typos
Proofread your final draft. While a word-perfect tender won’t win you points alone, one with typos could cost you. Take time to check every word, and while you’re at it, check you’ve answered all the questions in the right order, and that you’ve met all the requirements for lodgment and attachments.
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.