The Writing Phase
Writing the Tender
Ideally, the writing phase should take no more than one-third of the time available to get a first draft of the response. By this stage you are two thirds through your journey.
Issue a data request
Make sure everyone knows what they are required to give you, and by when.
Keep a list of the information you have asked for in a spreadsheet or some other collaboration tool.
Ask people to send you their information in a way that ensures it won’t get lost in your inbox. A special-purpose upload folder works.
Check off what you receive as you get it.
Deliverable
A tracked request list with owners, due dates, and a single intake location.
Prepare the template
Most request documents include detailed evaluation criteria. Mirror the request’s layout for the evaluation criteria as closely as possible.
If there is no response template, locate the evaluation criteria and base your structure on that.
Put business details up front, include a table of contents, page numbers, and a cover page with 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
Assemble the inputs into a compelling document that answers all questions in sufficient detail for the evaluation committee to understand your value proposition.
Don’t assume the evaluation committee knows anything about you. They are not allowed to take tacit knowledge into consideration.
Present your response in the same order and structure as the tender document.
Leave plenty of time for review.
Quality gate
- Every criterion explicitly answered.
- Claims backed by evidence/examples.
- Review time protected on the schedule.