Elevating your bid writing skills

At Procter Street we support you at every stage of the work winning process and bid submissions are one area where we have decades of experience – from both sides of the table. We bring our knowledge to each and every bid we undertake, involving our team of specialists when needed – carefully pursuing the win for each submission. We minimise any risk by always starting with an evaluation so that time and energy isn’t wasted where a win is unlikely or unrealistic – selecting other opportunities that are more likely to yield success if needed. 

Here are a few pointers that we consider for the tender work we do for our clients…

Understanding

Before you write a single word, make sure you truly understand what is required. Read the tender documents carefully many times. Highlight key requirements, especially around outcomes, timescales and evaluation criteria.

Perspective

An effective bid writer will look at every angle of the submission. They’ll be able to position the bid to reflect your organisation’s expertise but they’ll do it in a way that targets and meets the requirements of everyone involved in the review and short-listing process.

Question

Construction bids can be highly technical, and no two projects are the same. Don’t guess or fake it – be confident enough to ask questions. There will always be someone who knows the answer, and getting clarity early saves time later. Your questioning will show thoughtfulness, depth and might also influence the shape of the project. If there's a chance to attend a briefing session or ask clarification questions, take it. This is your chance to gather insights and show you’re invested.

Relevance

A solid submission can allude to your organisation’s wider range of services but should always focus on the areas that matter. There might be a hundred things you could say but the secret is to answer the brief as tightly as possible. You’ll undoubtedly have lots of good ideas and interesting detail - but not everything should make the cut. You’ve got to be decisive, prioritising the information that really strengthens the bid.

Creativity

Presenting your tender is an opportunity to appeal to how different people prefer to consume information. Words, images, even video if appropriate, can make all the difference to the engagement of your audience. Consider tables, diagrams, infographics and maps to communicate clearly and make information easier to digest. Showing creativity also speaks volumes about you as an organisation as it reflects your way of thinking and shows a multi-dimensional approach.

Demonstrate

Back up any claims you make with evidence. That means including relevant case studies, client testimonials or performance stats. Highlight team qualifications and your track record in similar projects. Clients want the reassurance that you can actually do what you say – and that you have the history and pedigree to reflect that.

Care

It’s easy to go through the motions and just fill the space – and there’s usually a lot of space to fill. But the difference between a ‘good enough’ answer and a winning one is care and detail. It’s just like an exam where going the extra mile will always win you more points and that’s the real difference between an average submission and an excellent one.

Tone

One size doesn’t fit all. Copying and pasting from a previous bid rarely works. Each bid should be tailored exactly to the specific opportunity. Use the client’s language where possible and directly address the criteria they’re asking for. In terms of tone, be consistent, clear, to the point and jargon-free. Break up long sentences with bullet points and note form where appropriate.

Review

When you have created the tender to beat all tenders, your hands are aching and you’ve finished… sleep on it and return to it refreshed and ready to review every section. Loop your answers back to the questions and check each one is properly addressed. Look for unnecessary repetition. Check your grammar, typos, tense and tone. Be consistent. Be correct. Be clear. Then when you’ve reviewed it, pass it to others in your team to do the same. You cannot proof your own work properly as your brain will read what you intend it to say – and that’s where missing words and errors inevitably creep in.

Adaptability

Plans change – clients move the goalposts, reviewers delay, inputs arrive late. A good bid writer stays positive and flexible, rolls with the punches, and finds ways to keep things on track. Expecting to get the hiccups, curve balls and U-turns really helps!

Timing

Deadlines matter at every level. A disciplined approach to planning, structuring and reviewing your bid makes the difference between a rushed job and a polished, compelling submission. Your approach to maintaining a good schedule in the early stages is also a reflection of your organisation’s attitude to scheduling and time-keeping in general – imperative in a sector where timelines are everything.

Ultimately your submission rests on your ability to fulfil the criteria of the tender and provide a complete package that makes your organisation stand out from the crowd.

Bid writing is one of our strengths – we can manage every step of the process for you – from finding and evaluating tenders, right the way through to collaborating and advising on a tender you’re already working on. We can even find the right people to resource your contract once you’ve secured it which is an additional bonus. We’re here to share our knowledge and support you to win the work – and more.