The Writing Phase
How to Write a Tender Response
Writing a tender well takes more than good grammar. You need to understand how evaluators score responses. You need to know what buyers want to read. The writing phase should take no more than a third of your time. By this stage, you are two-thirds through the process.
Issue a data request
Tell everyone what you need from them. Give them a deadline.
Track every request in a spreadsheet or shared tool.
Ask people to send files to one place. Use a dedicated upload folder so nothing gets lost in your inbox.
Check off each item as it arrives.
Deliverable
A tracked list of requests, with owners, due dates, and one place to submit them.
Prepare the template
Most tenders list detailed evaluation criteria. Copy that layout closely.
Some tenders have no response template. If so, find the evaluation criteria. Build your structure around it.
Put your business details up front. Add a table of contents and page numbers. Include a cover page. Add the opportunity name, closing date, and your company name.
Cover
Opportunity + close date + company.
Navigation
ToC + page numbers.
Order
Match the request's sequence.
Write your first draft
Turn your inputs into a clear, strong document. Answer every question fully. Show the evaluators your value.
Don't assume evaluators know anything about you. They can only score what is written down.
Present your response in the same order as the tender document. Match its structure too.
Leave plenty of time for review.
Quality gate
- Every criterion clearly answered.
- Claims backed by evidence and examples.
- Review time protected on the schedule.