A business unskilled at writing a tender is doomed. The best architect in town will be passed over if unable to write a professional and thorough tender document. Clients do not simply pick the cheapest bid. Price is important, but it is definitely not a deal breaker. The cost of each requirement is taken into consideration; beyond that, the document must stand out for other reasons. The best approach is a combination of:
-Covering every customer requirement.
-Giving the client unique information that matters.
-Using the tender as an opportunity to establish credibility.
-Proofreading the tender.
The client will do business with the contractor who demonstrates the most thorough understanding of his needs. The section addressing them should list each section number and heading exactly as it appears on the request for tender (RFT). For example, if the section that covers the tender is section five, label it as such, and use the bullet point from the RFT as the heading.
Your Market Niche
Tell the client what you do that others do not. For example, a tender including a commercial paint job as a part of a larger renovation project begs information about the "green" products the company uses. The client may be interested to know that the cost includes complete caulking plus all materials. Another consideration is time. The RFT addresses the length of time the client expects to wait for the completion of the project. If the time provided is more than enough, it may help to include an accurate estimate; faster work may mean less downtime for the client.
First Impressions Mean the World
The introduction is the place to begin establishing credibility. A great introduction includes a bulleted list of what is included in the tender document. It serves as an informal table of contents. One of the bullet points is, "Staff Qualifications and Experience." The inclusion of this point is an eye-opener; special attention is given to the section of the tender covering this. Listing the education level, special certifications, years of experience, and awards of the staff helps the customer decide.
The tender is not complete until after proofreading. The first draft must always be exactly that. Once satisfied that grammar and wording are as concise as possible, it is time to make a checklist. The checklist is made by first highlighting each requirement on the RFT. Some project managers create a formal checklist from the highlights. The tender is complete when each item is checked.
Consider the Use of Graphics
Using graphics provides the opportunity to show what is meant by, "30 percent faster." If the company contributes to conservation by cutting waste down by a certain amount per year it helps to include a bar graph. The best graphic is tailored to fit the situation; it names the company requesting the work and is in full color.
A successful tender document is not only thorough, but it is also easy to read. Bulleted or numbered lists help to achieve this. Each sentence must be to the point. Finally, each tender must be written from scratch. It is not advisable to use an old template created for a past client. Write the tender you would choose if the roles were reversed.
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Writing tenders against deadlines is stressful and not always successful. The Bid Manager offers experienced tender writing consultancy and bid management training. Contact us at http://www.TenderWriting.com or http://www.BidTraining.com The book "FastTrack Bid Management" is available on these sites for those that wish to learn bid management for themselves.
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