tender writers: paving the way to success

7/31/2019 Tender Writers: Paving The Way To Success

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TABLE OF CONTENTS

TITLE PAGE

Bid Management Experts Tips For Effective Tender Writing 3

How To Create A Winning Bid Proposal: Four Tips For Tender Writers 4

How A Bid Writing Professional Can Help You Promote Business Growth 5

Time-Tested Bid Writing Tips That Work 6

Top 3 Skills Of A Good Bid Writing Specialist 7

Choosing Your Bid Writing Service Provider 8

Tender Management Tips For Charity Projects 9

Preparing A Pre-Qualification Questionnaire That Wins Important Contracts 10

Take Your Company Writers Through Tender Training Courses And Start ProducingWinning Documents 11

Tips On Securing Bids And Tenders For Government Contracts 13


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Bid Management Experts Tips For Effective Tender Writing

Setting up and running a business is definitely

difficult, but expanding the scope of the companys

services and getting larger establishments to avail of

your products can be even harder. A key element in

the expansion process is outsourcing, and the only

way to secure contracts from other companies is by

writing a highly convincing bid proposal. For

companies that have just begun to bid for contracts,

here are a few tender writing tips to help the

company create winning bids and tenders:

Study the clients requirements carefully and follow the criteria: When a client searches for a company to

supply a certain service, they usually issue selected establishments an ITT, or an invitation to tender. In this

document, the client will list down what they need to see within the bid proposal, such as basic information

on the companys history along with data on finances and previous projects. Besides these, the client can also

have minor requirements, such as proposal length and formatting. Its important to comply with all these

requests, since each one has a bearing on the evaluation process. Whats more, compliance with these

conditions reflects the suppliers ability to deliver on their promised services .

Tailor your proposal to meet the clients needs. Companies should always remember that a bid proposal is

designed to show a client that the company can supply what it needs. For this reason, bid management

experts warn that companies should take caution when using templates for proposals since these might not

be suited to a particular client. Companies bidding for a contract should take care not to make empty promises

in their bid proposal as well; adapting the proposal to the clients requirements is meant to show sincerity in

delivering the promised services, and should not be used as a ploy to gain approval.
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Dont use generic or vague phrases to describe the company. When smaller companies start bidding for

outsourced services, they usually have the disadvantage of being a lesser known brand. As such, some may

resort to over-the-top descr iptions just so they can build up the companys image to clients. A drawback to

using these nonspecific phrases is that they dont help clients learn more about the company in fact, it

makes the company even easier to forget. Instead of using the generic to praise the company, try to be more

specific and describe what sets the company apart from its competitors.

Check for errors on a regular basis. The bid writing process is a long one, and it also includes many stages;

research, drafting, writing and editing are just some of the many phases of writing a bid proposal. Because

there are many steps to consider, there are also many chances for mistakes to happen. As such, tender writers

should check for errors between each stage, since doing so can prevent mistakes that can take so much time

and resources to correct.

How To Create A Winning Bid Proposal: Four Tips For Tender Writers

A bid proposal is crucial to a companys success

and also for the expansion of the business. As

such, tender writers must take care to create a

winning proposal for their clients. Many

establishments offer services to assist

companies with writing bids, but the company

can also build their own team of tender writers

in case they need to create bid proposals on a

regular basis. For new writers who are just

learning the basics of bid writing, here are a

few tips for drafting highly effective and convincing tender proposals:

Take time to carefully examine the clients needs. When clients need to outsource a certain service, they

usually issue an invitation to all qualified suppliers to submit a tender. In this invitation (more commonlyknown as the ITT), the client will also provide a list of things that they need to find in the proposal. Its

important for bid writers to study these requirements carefully for them to create a proposal that is suited to

the clients needs. In addition, studying the requirements listed by the client can also save writers from

wasting time and resources creating a bid proposal for a service that the company cannot deliver.
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Use a theme when writing, and stick to it. A bid proposal is a lengthy document, and as such, inexperienced

writers can easily end up creating one that is not organised or consistent. To prevent this, new writers must

select a theme they can work with and write the proposal while sticking to that theme. Having a winning

theme can help writers place greater emphasis on important points and also repeatedly mention ideas that

are important in the proposal. All these can help create a truly cohesive document.

Be simple, straightforward and specific dont use vague, generic statements. It may be tempting to use

powerful (but vague statements) and describe the company as a leading industry innovator but this claim

will be ignored by clients if you do not provide specific details to back these claims up. So rather than using

over-the- top descriptions that do not point to anything specific, just give concrete examples of the companys

achievements and illustrate how these were accomplished.

Always keep an eye out for errors. Of course, the actual content of the proposal will have more weight than

minor issues such as formatting. A few lapses in writing may be forgiven by clients, but a proposal laden with

misspellings and errors in grammar will easily be rejected. Besides grammar mistakes, other important things

to watch out for are factual errors; always make sure that details cited in the document are true, since any

false data whether added intentionally or not may put the company in a bad light.

How A Bid Writing Professional Can Help You Promote Business Growth

Expanding your horizons? Widening your market reach? Venturing ontonew grounds? Owners should never stop growing their businesses. Theirpassion for progress and development fuels their organisations success,and thus every business leader should constantly look for new ways toachieve positive change.

Needless to say, every step towards change necessitates venturing intosomething unknown or unfamiliar. Most likely, youve been told thatbusiness building is only for the brave and bold. But this doesnt mean

you should just leap into every new venture mindlessly with eyes closed.In fact, the braver and wiser approach would be to go ahead armed with a clear direction, with information, and with guidance from trustedexperts, such as a bid writing professional .

A professional bid writer is your trusted ally when youre consideringbeing a contractor for a large project. In some companies, being a

contractor is optional or an extension of their regular operations; in other organisations, contracts oil the
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machinery of their operations. Construction or engineering companies, for instance, rely on contracts for theirbread and butter.

Depending on the nature of your business, you can provide supplies, manpower or services for a governmentagency or a private corporation within a specified period of time, according to the terms stated in the contractnotice. Securing a contract means steady work and income for your organisation, added accomplishment foryour business profile, and if you did a good job, referrals to future projects. But before anything else, you have

to win the bid first. You need to convince the company that your business is the best candidate for thecontractor role, under the rules of its bidding process.

A professional bid writer will help you draft, write, prepare and submit the needed documents for your bid. If the writer was successful in making your proposal stand out from other contesting companies by generating aclear, concise and compelling presentation of your teams competencies, then you ll be able to win the bid.Depending on the specified procedures, a winning bid may either lead you toward the next step of theselection process or cause you to be chosen outright as the winning contractor.

To find the right bid writer for your next prop osal, make sure you have your own bidding process to begin

with. Have a line-up of possible candidates and lay down a meticulous review, interview and selection process.The person who succeeds in marketing their services may just be the right one to market yours.

Time-Tested Bid Writing Tips That Work

Preparing bids and tenders for that much neededcontract can be one of the most emotionally-charged moments for a business owner. The huge

responsibility of assessing and asserting your owncompetencies as an organisation, the suspense of being admitted from one step to another, thedrama of competing with other business entities,and the mountain of confidential pages of criticalpaperwork can make even the most seasonedentrepreneur reel from all the excitement andagitation.

For a more objective, systematic and potentially more successful bid management strategy, the best recourseis to seek the services of a professional bid writing service provider. An experienced, proficient bid writer willbe able to bring in a tried and tested set of techniques that will ensure every document you send to thepotential client will be given attention and priority by the assessing panel.

However, even if you seek ass istance from a trusted professional, dont just leave everything in their hands. Asa business owner, youre the best person to know all about your organisations strengths, and information and
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input from you will help highlight these winning traits effectively. Moreover, learning more about bid writingwill allow you supervise the whole process and fully commit to the project as the business leader.

The first tip about writing is to keep it straight to the point and within the specified word count. Make thestatements clear, concise and straightforward. No winding sentences or flowery prose. You need crisp, concisewriting that drives the reader forward into reading the next sentence until the last page.

Address the assessors interest first. While youre supposed to be writing about your traits and capabilities as acompany, make the angle all about the benefits they will get. Answer their key question: Whats in it forme?

Show, dont tell. Dont make claims state proven facts. Back up all your statements with evidence; instead of boasting about your great IT team, tell them more about the achievements and recorded results your teamhave achieved and how it translates to their success.

Take note of the presentation and design. Make your impression even before the reviewing panel reads aword from your bid. Submit documents and forms in a clean, corporate and organised package. Nothing can

compare with an easy to hold, easy to ready, attractive document that holds powerful content.

Play by the rules. Take note of the deadlines, format requirements and submission policies. Even if you havecome up with the most perfect proposal, all that hard work can go down the drain if your bid is declared voidfor not being able to follow specified conditions.

Top 3 Skills Of A Good Bid Writing Specialist

Ready for the next big move for yourbusiness? Then you must be thinking of gunning for a new contract, strategising afundraiser, or launching a new profit-generating project. All of these ventures mayneed you to seek partnership with anotherbusiness entity, be it as a source of additionalfunds or as a client you will supply with yourproducts or services.

In most cases, you would need to adhere totheir bid selection process, a system of procedures that guide companies in assessingand determining your competency for thetask. Often, you would be competing with other firms in proposing the same request or offering the sameservices. Thus, you should be able to structure your bid documents and submission under a winning strategy.
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Hiring a highly competent bid writing specialist will help you manage the documents and forms you will berequired to complete during the bid selection process. An experienced bid management team will be able toprovide you the research, legal know-how, industry experience and administrative assistance that will ensurea winning proposal. A decisive factor is the proficiency of the appointed bid writer, who needs to showcasethe following skills that can conjure a selling pitch that will land you closer to the project you want to realise:

Listening skills - One of the first tasks of a bid writing team is to get to know you as an organisation. They must

implement a systematic and emphatic approach of understanding your core values, competencies and missionas a business entity. The more they gain insight about your business, the more chances they can present youin the best light.

Writing skills - Not all good writers can be a bid writer; tender writing is a highly specialised skill that combinesclear, concise form with compelling content and technical precision. The prose should be easy to read andstraightforward assessors would most likely be reading a good number of documents within the day that thefirst sentences of the first page of your bid should be enough to attract their attention and make them keepreading.

Management skills - Bid processes follow a strict set of policies, and departure from the rules may meanforfeiture of your chance to proceed to the succeeding steps. Your tender management team should beorganised enough to ensure all documents are channelled through the correct agencies or departments andsubmitted in a timely manner.

Choosing Your Bid Writing Service Provider

To make sure the bid writing service provider,

that you will outsource your tender writing to,provides you with the expertise andcommitment youre looking for, you will alsoneed to launch a bidding process of your owntoo.

First, identify the traits you want to see from abid writer. Make a checklist of criteria so thatyoull be judging the candidates within an

objective and quantifiable framework. Then,make your research, ask for referrals or postannouncements. Invite professionals who may

be interested in working with you, and lay out a structured screening, exam, interview, and selection process.

Not only does this meticulous approach ensure you will have a choice of the best candidates for the job.Having the experience of being a potential client may also help you see things from the point of view of anassessor, and may help you make a more resounding position for your case.
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When choosing a team of bid writing professionals, it helps to check out their history and experience as acompany first. Ask about their past projects what were the outcome? Were the projects successful? Whatlessons have they learned from those bids that did not survive the cut? Give plus points to candidates withreal-life experience and a solid track record.

Seek out bid writing contractors that can provide proofs of accreditations and certifications of qualityassurance in their line of work. Recognitions from international and industry standard evaluators can be a

reflection of the teams capacity, as well as their efforts to professionalise their systems. These titles can alsobe a determining factor for consistent high-quality work and services.

Work only with teams that employ time-tested monitoring and measurement systems that gauge theeffectiveness of their bid management techniques. By taking note of project evaluation scores and customerfeedback, youll know that they are constantly analysin g and improving their methods on writing andsubmitting bids and tenders.

Focus on bid writing teams that can ensure you client confidentiality. Writing out bids will inevitably need youto show the most critical and sometimes confidential data about your business. Make sure you choose

carefully the information youll be sharing, and that the data youll be opening are well protected and keptprivate at all times.

Remember, its highly recommended that you work with your writing team. Even if they are the experts, makesure youll provide your input for every draft they come up with. Make sure that you have final -approved thedocuments that will be sent out during the bid writing process. You may seek the help of professional experts,but its you as a bus iness owner that will have the last say when it comes to making sure your endeavours willhave successful results in the end.

Tender Management Tips For Charity Projects

Requesting funds for charity is one of the mostimportant tasks for advocacy work and also themost challenging. The money needed to be raisedfor projects to be realised, for goods to bedistributed and relief to be delivered relies purelyon the inclination of the donor. There are no lawsor rules requiring an individual, a private businessor a government corporation to contribute. Costefficiency is the dominant rule in most householdsand organisations, making the task of solicitationdoubly difficult.

Thus, it is necessary for charity workers to comeup with a set of fund-raising strategies that will ensure a regular source of financial assistance for their
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endeavours. Often, as in the case of organisations that rely on corporate sponsors, the process of releasingdonations follows the procedures of a business bidding process. In that case, learning the ways of a tendermanagement professional can help solicitors to implement a more efficient and results-oriented way of approaching target donors to extend their financial assistance to the charitable organisation they arerepresenting.

If youre seeking funding for a non -profit, advocacy or charitable project, the following bid and tender

management tips may help your case:

1. Be business-like and professional. Get to know the process of submitting fundraising proposals for eachtarget corporate donor. Make sure to follow the specific set of procedures implemented by the office.Prepare all needed forms, official documentation and official receipts as this is paperwork necessaryfor funds to be coursed in a business organisation.

2. Come up with a strong strategy for your bidding approach. Present convincing and valid grounds thatwill influence the assessors decision towards your favour. With a compelling, well -written bid, thecompany will be able to easily rationalise the donation. Study how highly competent bid writing serviceproviders assure clients a competitive edge over other firms that are also interested in winning the bid.

3. Make sure your presentation is polished. Submit your proposals on time and organised with the rightattachments. Dont rely on emotional justifications for the donation you seek; provide the potentialdonor a transparent and detailed list of beneficiaries and plans where the funding will be allotted.

4. Consider investing in the assistance of expert bid management professionals. They can lay down thegroundwork for your current fundraising endeavours. This can be the basis for your future projects aswell. Getting guidelines straight from the experts saves your charitable organisation considerable timeand labour, helping you allocate your best resources to where they are needed the most.

Preparing A Pre-Qualification Questionnaire That Wins Important Contracts

There are always a large number of contractors

and suppliers competing with each other to

become the best choice for accomplishing projects

in both the public and private sectors. Companies

and organisations that require the services of

these contractors are faced with the task of

evaluating each applicant to ensure that they hire

the ones with a reputation for performing quality
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work. To make the process easier, the awarding body usually require contractors to submit a pre-qualification

questionnaire (PPQ).

This type of questionnaire is helpful in determining the best organisation to hire for specific work or include in

an approved supplier list. It is also a useful document for assessing a supplier's eligibility for certain

accreditation systems. Essentially, a PQQ provides contractors with an opportunity to carefully detail vital

information such as the company's current status and history of performance, the state of its finances, and its

policies concerning quality, health and safety, environmental preservation, and other important issues. The

purpose, after all, is to gauge whether a candidate has the know-how and the capacity to meet the

requirements of the public or private sector in terms of successfully completing a specific aspect of an

important project.

Contractors must fill out this document with care, keeping in mind that it is supposed to help them gain an

edge over a number of competitors. In some cases they can volunteer more information than is minimally

required by the awarding body as long as the information is relevant to the contract they are applying for. It

would help if the contractor or supplier can relay how they were able to successfully perform a similar project

in the past and what measures they took to provide the best possible service.

There is a closing date for the submission of a PQQ, so contractors must be mindful of allotting sufficient time

to complete the document. The awarding authority will surely appreciate a well-written PQQ that would

clearly describe the supplier's qualifications for the job. The organisation selected by the evaluators will

receive Invitations to Tender which will inform the successful candidate of the terms of the contract and a list

of the documents needed at this step in the process. Learning to prepare an excellent pre-qualification

questionnaire or hiring experienced writers to complete the job can spell the difference between being chosen

for a profitable new project or missing out on an important business opportunity.

Take Your Company Writers Through Tender Training Courses And Start Producing Winning Documents

In virtually any piece of writing, the creator of the document has a specific purpose. It may be to educate

readers on a particular subject, share a discovery, create an argument, or present a new perspective.

Documents of a professional nature, on the other hand, typically have a more defined objective. A tender, for

instance, is written to persuade a person or organisation to purchase from you or to enable you to move on to

the next stage of a bidding process for a project. Writing this document cannot be entrusted to a person
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without a clear view of the goal it must accomplish, and that is why contractors and suppliers hire the services

of experienced tender writers to do the job for them.

Some organisations, however, already employ in-house tender writers and hire professional writing services to

provide tender training that would give them a decided edge over the competition. Training sessions give

writers access to important industry information and writing strategies that can help them produce top quality

documents that win contracts.

What can in-house writers learn from these training sessions? The foundation of persuasive business writing is

one; tender writing cannot involve flowery prose or paragraphs that merely hint on the intended message.

Tenders need to be straightforward yet engaging. The primary purpose of the document is to convince the

public or private sector that your company is the best choice for the job; this, then, must be clearly described

upfront in the tender.

The specialist evaluators typically have a list of strict guidelines and criteria for assessing the documents that

are submitted to them, so writers must take care to follow them to the letter. The tender must be able to tell

the evaluator what makes your company unique and what your competitive edge over other contractors is.

The tender must also indicate your company's considerations and policies for a number of different issues,

your approach to a variety of projects (or to the project you are currently bidding for), and what other added

value you can bring to the table.

Tender training courses are designed for beginner, intermediate, and advanced writers; this ensures that theright subjects are discussed at the right level. The courses will discuss writing plans, ways to approach

questions and determine winning themes, techniques for incorporating selling points and applying technical

and quality content elements, and ways to successfully implement version control. These training courses will

equip your in-house writers with the skills and knowledge crucial to winning bids and achieving success.
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Tips On Securing Bids And Tenders For Government Contracts

Even in the slowest economy, business leaders know that

the government remains one of, if not the biggest

contractor across all industries. There will always be

government funded projects year after year, and the

demand for supplier, service and works contracts is even

higher during the times when the economy needs boosting.

While it is true that the biggest and most important

contracts will most likely be awarded to the more

established corporations, there is also a huge field of

opportunities for small and medium businesses in

government contracting. In some areas, it is required by law that agencies and offices award a certain portion

of their project funds to small- and medium businesses. Also, big companies will need additional manpower

and resources for their new contract, and will inevitably turn to smaller businesses for support or sub-

contracting.

Winning a government bid is a huge advantage for many businesses. Such projects are almost always well-

funded; it is also a means of consistent and dependable work for your organisation. You should expect,

however, that the process of securing bids and tenders will be challenging and extremely competitive. Offices
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working with public funds are stricter and more rigorous when it comes to choosing professionals and

businesses theyll be trusting with the peoples taxes.

Those that have been successful in winning government contracts say that preparing for a public bid can be

exhaustive, painstaking and time-intensive. Some take multiple tries before they finally land a successful

proposal experts say that an average two years of practice and preparation is a common experience.

To save time and money, you could seek the assistance of a highly competent bids and tenders management

team. With their expertise and experience, you can access the right information, tools and techniques to make

your government bidding approach more efficient and effective.

A bid management team specialising in government contracts can help your business:

- Identify project opportunities that match your core services. Agencies often make their bid solicitations

transparent and public, but the key is in where to look and how to interpret the data. A lot of

invitations to bid can be documents that are too long and full of public office jargon; a government

contract expert can organise and prepare possible prospects for you.

- Follow the correct bidding procedures. The bidding process in public offices can be rigorous and

bureaucratic. An expert can help show the easier, more efficient and accurate way to complete all

requirements.

- Position your business in the best light. Agencies identify the best candidate for a project based on the

proposal and the competencies of the organisation. A bid writing and management team will help you

make the best pitch for your business that will highlight your companys suitability for the job.