Mastering Bid and Tender Writing: Tips and Tricks for Winning Contracts
Winning bids and tenders can transform a business, opening doors to lucrative public and private sector contracts. However, the process can be complex and highly competitive. A well-written bid not only meets the requirements but also persuades the buyer that your business is the best choice. This guide will provide you with expert tips, tricks, and best practices to improve your chances of success in tendering.
A bid or tender is a formal proposal submitted by businesses to secure contracts for goods, services, or projects. In the UK, tenders are commonly used in public sector procurement, ensuring fairness and transparency in awarding contracts.
Key Steps in the Tendering Process:
Finding tenders – Searching through portals like Find a Tender, Contract Finder, Sell2Wales, Public Contracts Scotland, and eTendersNI.
Go/No-Go Decision – Assessing whether a tender is strategically viable and worth pursuing.
Developing the Bid – Writing a compelling, evidence-backed proposal.
Submission and Evaluation – Ensuring compliance with all requirements.
Award and Feedback – Learning from outcomes to improve future bids.
1. Developing a Strong Bid Strategy
A clear bid strategy is essential to focus your efforts on the right opportunities. Before deciding to bid, conduct a Go/No-Go assessment using the following criteria:
Strategic Fit: Does the tender align with your business goals?
Eligibility & Capability: Do you meet the turnover, accreditation, and experience requirements?
Competitive Edge: Can you offer unique value that differentiates you from competitors?
Resources & Delivery: Do you have sufficient resources to complete the project?
A score sheet can help structure this evaluation, ensuring informed decisions.
2. Finding the Right Tenders
Finding suitable tenders is critical for success. There are several ways to identify opportunities:
Tender Portals: Register for notifications on platforms such as:
Find a Tender (FTS)
Contracts Finder
ProContracts, Intend, and Multiquote
Public Contracts Scotland, Sell2Wales, eTendersNI
Pre-Engagement: Engage with potential buyers before the tender is published.
Market Research: Identify upcoming opportunities through industry events, networking, and procurement notices.
3. Writing a High-Quality Bid
Writing a winning bid involves clarity, precision, and persuasion. Here’s how:
Structure Your Proposal Effectively
A strong bid should include:
Executive Summary – A concise overview of your proposal.
Methodology & Approach – How you will deliver the service, project, or product.
Experience & Evidence – Case studies, testimonials, and proof of past success.
Social Value Commitment – Contributions to community, sustainability, and equality.
Pricing & Value for Money – A transparent breakdown of costs and benefits.
Use Persuasive and Concise Writing
Active Voice & Clear Language: Make it engaging and easy to read.
Visual Appeal: Use bullet points, subheadings, and graphics to enhance readability.
Tailor the Response: Address the specific needs of the buyer rather than using a generic response.
Meet the Evaluation Criteria
Bids are scored against set criteria. Ensure you:
Address all mandatory and optional requirements.
Provide evidence-backed claims rather than vague promises.
Highlight your unique strengths and added value.
4. Social Value and TOMs in Bids
The Public Services (Social Value) Act 2012 requires public sector buyers to consider social, economic, and environmental benefits when awarding contracts.
How to Demonstrate Social Value in Bids
Use the National TOMs Framework (Themes, Outcomes, and Measures) to quantify your social impact.
Be specific – "We will create 10 apprenticeships for young people" is better than "We will support employment.”
Align with the buyer’s priorities – Show how your social value commitments meet their objectives.
Use Social Value Measurement Tools:
🔹 Social Return on Investment (SROI) – Calculates financial impact.
🔹 Social Value Portal – Offers structured reporting using TOMs.
🔹 Social Value International – Provides best practice guidance.
Buyers expect genuine, measurable social value, so avoid vague statements and back up your claims with data.
5. Pricing and Value for Money
Your bid must demonstrate cost-effectiveness without being the cheapest. To achieve this:
Clearly justify pricing – Show how your price reflects quality, sustainability, and innovation.
Differentiate on value – Highlight added benefits that competitors lack.
Breakdown costs transparently – Ensure clarity in budget allocations.
6. Common Pitfalls to Avoid
The Top Mistakes That Can Cost You the Bid:
❌ Ignoring the Evaluation Criteria – Ensure you fully address every requirement.
❌ Overloading with Unnecessary Information – Be concise and focused.
❌ Lack of Evidence – Use case studies, testimonials, and metrics to back up claims.
❌ Last-Minute Submissions – Plan ahead to avoid rushed, error-prone proposals.
Use a Proposal Review Sheet to quality-check your bid before submission.
7. Future Changes to Be Aware Of
The Procurement Act 2023 (Effective October 2024) will bring major changes:
More flexible frameworks – Opening more opportunities for new suppliers.
A centralised supplier registration system – Reducing bid duplication.
Greater visibility of procurement plans – Making opportunities easier to find.
These changes will streamline procurement and improve access for SMEs.
8. Strengthening Your Bid: Winning Themes, Innovation, and Track Record
Define Your Winning Themes
Winning themes should:
Show your unique strengths – What sets you apart from competitors?
Align with buyer priorities – Address what matters most to them.
Reinforce key messages – Be consistent throughout your bid.
For example, if sustainability is a priority, highlight your commitment to net-zero targets and how you integrate carbon reduction into operations.
Go Above and Beyond with Innovation
Buyers value suppliers who offer innovative, forward-thinking solutions. Show how your approach:
Uses cutting-edge technology
Reduces environmental impact
Takes an innovative approach based on your expertise and delivers more than outlined in the bid
Improves efficiency and cost savings
For instance, rather than just meeting basic compliance, propose automation tools or AI-driven efficiency improvements.
Demonstrate Your Team’s Strength and Track Record
Showcase key personnel – Include bios and expertise of those delivering the project.
Provide case studies – Demonstrate past success in similar projects.
Use testimonials – Reinforce credibility with client feedback.
Tip: If you lack direct experience, highlight transferable skills, strategic partnerships, or subcontracting arrangements.
Summary
Winning bids require strategy, research, and persuasive writing. By following these tips:
✅ Find the right tenders through portals and pre-engagement.
✅ Develop a strong bid strategy and use a Go/No-Go evaluation.
✅ Write high-quality, evidence-backed proposals that align with evaluation criteria.
✅ Demonstrate social value using TOMs and impact measurement frameworks.
✅ Stay updated on procurement changes to remain competitive.
Would you like to collaborate with me on a tender or bid? Let’s discuss!
