Author: Sue Findlay

Panic. Run. Don’t look back.

The end.

I’d like to say “just kidding”, but, sadly, I’m actually not. Writing tender responses is a major undertaking that requires training, either through the university of experience, or through tuition.

When I first began writing tenders, it was after years working in procurement, preparing and managing the request documentation. What I learned, after leaving my procurement job behind and taking on the job of preparing responses, was how different the two processes were.

And the job of responding to tenders was many orders of magnitude more stressful than preparing the go to market documents and managing the evaluations. 

Because now you’re on the hook. You have to interpret vague questions, answer with clarity, stay compliant, align to weighted criteria, and make your company sound like a safe bet—all within a strict word count and a stricter deadline.

So what do you do if someone drops a tender on your desk and says, “Can you take care of this?”

Here’s my three-step process that will get you through the first one.

This is a crucial time for you, as it could set the tone for how your business approaches tendering in the future. If you’re feeling overwhelmed, know this: that’s normal. And there’s a way through it.

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Step 1: Breathe. Then Break It Down

First things first: don’t try to read the whole thing in one sitting. That’s a one-way ticket to stress-induced brain fog.

Instead, break the tender into manageable parts:

• Read the Overview/Instructions first—what are they asking for, what’s the scope, and when is it due?

• Then go straight to the Response Schedules or Evaluation Criteria—this is where you’ll score points.

• Check the Submission Requirements—do you need to upload to a portal? Sign forms? Provide certifications?

Set up a working folder and create a checklist. You’re not trying to solve it all in one go—you’re creating order out of chaos.

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Step 2: Get the Right People Involved Early

Don’t try to lone-wolf it. Even if you’re the one writing, you’ll need:

• Operational input

• Safety documents

• Financials or pricing

• Team bios or capability statements

• Case studies

Engage stakeholders early—even if it’s just to flag that you’ll need their help. The biggest rookie mistake is leaving this until the last minute and discovering someone’s on leave or can’t deliver what you need.

And if you’re lucky enough to have access to a tender writer, now’s the time to bring them in. A good writer will help translate your team’s knowledge into clear, strategic answers that hit the mark.

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Step 3: Focus on Compliance First, Polish Second

Before you get creative, get compliant. Make sure you:

• Answer every question

• Stay within word limits

• Use the buyer’s language

• Hit all mandatory requirements

Once the bones are there, then you refine. You make it flow. You tie in win themes. You elevate it from “factual” to “persuasive”.

But don’t let perfectionism stall you in the early stages. An on-time, compliant tender will always beat a perfect draft that never gets submitted.

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Final Thought: Your First Tender Sets the Tone

This first response is a milestone. It’ll shape how your team sees tendering—as a chaotic nightmare, or a learnable, repeatable process.

You might not win the first time. That’s okay. What matters is learning how to do it better each time—and building internal confidence that you can do this.

And if you need help, ask for it. Whether it’s a one-off review or full writing support, you don’t have to figure it all out alone.