Don't Forget These Five Things When Writing Tenders

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• When it comes to tender writing, there is a great
  deal of pressure to get it right. Missing even
  one small detail could mean the difference
  between success and failure in the tender
  process.
• To ensure your tender stands out from the
  competition, it is important to not forget the
  five key things presented in this article.
• Keeping these elements in mind when writing your
  tender will highly increase your chances of
  success.

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Not Addressing All the Requirements of The Tender

• When tender writers fail to address all the
  requirements of the tender document, or provide
  incomplete or insufficient information, it can
  result in the proposal being disqualified or
  rejected.
• Tender writers should customize the proposal to
  the clients specific needs and requirements
  while demonstrating a clear understanding of the
  clients expectations and constraints.
• Additionally, tender writers should look to match
  the language and terminology in the tender
  documents whilst avoiding industry or technical
  jargon which may not be easily understood by
  assessors.

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Not Providing Enough Detail

• Tender writers need to provide enough detail in
  the proposal, such as cost estimates, project
  plans and team information, or it can make it
  difficult for the client to evaluate the proposal
  or understand the scope of the project.
• Tender writers must include detailed cost
  estimates for the project, with a breakdown of
  the costs for each stage of the project and a
  clear explanation of any assumptions that have
  been made. 

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Not Providing Enough Detail

• It is imperative that tender writer use realistic
  timelines for completing the project and ensure
  the project plan is detailed and includes
  milestones, deliverables, and a schedule of key
  activities.
• Lastly, tender writers should provide detailed
  information on the team that will be working on
  the project, including their qualifications,
  experience, and roles.
• Include information on the project manager and
  key team members and provide details of how the
  team will be managed and coordinated.

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Not considering risks and contingencies

• Tender writers know that every project must carry
  risks and contingencies, yet assuming this is
  common knowledge and not spelling them out in a
  tender submission can make it difficult for the
  client to evaluate the proposal and make a
  decision.
• Tender writers should consider how they will
  manage and mitigate any potential delays, and
  provide a plan for dealing with unforeseen
  circumstances that may cause delays.
• They should also explain how they will ensure the
  quality of the work, and how they will comply
  with safety standards, regulations, and laws.

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Not considering risks and contingencies

• Good tender writing submissions will always
  provide a detailed plan for quality control,
  safety, and inspection.
• Additionally, tender writers should explain how
  they will manage and handle any changes to the
  project scope or budget overruns.
• External factors such as political,
  environmental, or economic conditions can impact
  a project. Tender writers should provide a brief
  analysis of these factors and how they may impact
  the project, as well as plan for contingencies in
  case these factors do occur.

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Not including all necessary documents and
certifications

• Failing to include all the necessary documents
  and certifications, such as insurance, licenses,
  and certifications, can result in the proposal
  being disqualified.
• To ensure these are not missed, a list of
  required documents should be made when the tender
  writer first reads through the documentation
  pack.
• Once the submission is ready, tender writers
  should re-read through the pack to ensure no
  items were missed on the list. 

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Not including all necessary documents and
certifications

• Finally, this list is used by the tender writer
  (or a reviewer) as they complete their final QA
  check of the proposal before submitting.
• One thing that tender writers can forget to do
  with respect to documents and certifications is
  to check that they are still valid and up to
  date.
• This can be particularly true for annual
  certificates such as insurance. Tender writers
  should also check that documents are current at
  the time of attaching them to the proposal.

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Not proofreading the proposal

• Proofreading is an essential step in the tender
  writing process, and it should be done multiple
  times, by different persons, to ensure the
  proposal is perfect.
• This will give the best chances to win the bid
  and to be selected for further consideration.
• Omitting proofreading can result in a low-quality
  proposal and create a poor impression making
  difficult for the client to understand the
  proposal.

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• When proofreading a tender writing proposal,
  several things should be checked to ensure that
  it is clear, concise, and error-free
• Spelling and grammar Check for any spelling or
  grammar mistakes, including proper use of
  punctuation and capitalization.
• Formatting and layout Ensure that the proposal
  is formatted consistently and that it is easy to
  read. Check for any inconsistencies in the
  layout, such as font size, spacing, and headings.
• Compliance with the requirements Make sure that
  the proposal meets all the requirements of the
  tender document and that it includes all the
  necessary information.

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• Consistency Check for consistency in the use of
  terms, acronyms, and abbreviations. Make sure
  that the proposal is written in a clear and
  consistent tone throughout.
• Proof of concepts Check if the proposal includes
  evidence to support the claims made, such as case
  studies, references, and testimonials.
• Budget and timelines Check if the proposed
  budget and timelines are realistic and
  achievable.
• Risk management Check if the proposal includes a
  clear plan for managing risks and contingencies.

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• Contact information Check if the proposal
  includes the correct contact information for the
  writer or the organization.
• Signatures and authorizations Check if the
  proposal is properly signed and authorized by the
  relevant parties.
• Language Check if the proposal is written in the
  correct language and if it is tailored to the
  audience. Given the significant time and effort
  that tender writers put into crafting their
  responses, it can be discouraging to learn that
  they were rejected for one of the reasons listed
  above. Keeping a mental or hard-copy checklist of
  these items ensures that they are completely
  avoidable and increases your success in tender
  writing efforts.

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