Tender Response Writing Plan: A Practical Guide for Success

Responding to tenders can feel overwhelming: yes, they can be complex, and yes, the number of opportunities does seem to be growing!

This article provides an overview of how to respond to tenders and the benefits of a clear plan and organised approach.

Step 1: Develop Your Win Themes

Win themes are the foundation of a good bid and can make all the difference. They show why you are the best choice by highlighting your strengths and linking them to what the client wants!

How to create useful win themes:

• Identify your strengths: Think about what makes you different—this could be expertise, cost savings, innovation, or reliable service. For example, “Our local knowledge helps us deliver projects faster, saving time and money.”
• Focus on the client’s needs: The point above is only useful if it applies to what is important to the client. Review the tender carefully to understand their priorities. Match your win themes to their goals. For example, if they value cost savings, talk about your efficient processes and results.
• Write clear, client-focused themes: Explain your strengths simply and directly. For example, “We lower operational costs by 15% through smarter systems.”
• Use win themes throughout your bid: Refer back to them in each section to keep your messages consistent. Have a win theme sheet for each bid. Bid writers can use it as a guide. And when reviewing bids - it is also a key tool.

Step 2: Answer Tender Questions Clearly

Tender questions are your chance to show how you meet the client’s needs. Answering them carefully and in an organised way helps make your case. This is often called storyboarding.

Steps for answering tender questions:

• Break the questions down: Some questions have several parts. Make sure you respond to everything they ask. For example, “How will you deliver the project on time and within budget?” could include:
• Use the same language as the tender: Match their wording to show you understand their needs. For example, if they ask about “delivery timelines,” use that term rather than rephrasing it.
• Organise your answer with headings: Use headings to make it easy for the client to see how you’ve addressed each part of the question.

Step 3: Reference the Tender Specification

The tender specification explains what the client wants. Linking your answers to this shows you’ve read the document and can meet their requirements.

How to refer to the specification:

• Point out relevant sections: Refer to specific parts of the specification that relate to your answers. For example, “As described in Section 3.1, we will use our risk management system to meet your standards.” This would be followed by the specifics and practicalities of how you ensure this.
• Explain how your approach matches their needs: Show how your solution meets or goes beyond what they want. Use examples from your past work to back this up.

Step 4: Show Benefits and Explain Your Approach

Your answers need to highlight the value you bring and explain how you’ll deliver the work.

Steps to focus on benefits and delivery:

• Highlight benefits: Explain how your work will help the client and solve their problems. For example, “Our automated system reduces admin time by 20%, giving your team more time for other tasks.”
• Outline a clear plan: Describe how you’ll deliver the project step by step. For example, “We’ll start with a full assessment, then introduce the system in phases over six months.”
• Use examples or case studies: Share real examples of similar work you’ve done to show you can deliver. Evidence is key!

Step 5: Review and Refine Your Work

Once you’ve written your responses, take the time to check everything carefully to make sure it’s complete, clear, and accurate.

Steps for reviewing your bid:

• Check for completeness: Make sure you’ve answered every part of every question.
• Simplify where needed: Read your answers aloud or ask a colleague to check them. If anything is unclear, simplify it. Want to add further value to your draft? Contact us
• Proofread carefully: Look for spelling and grammar mistakes, and double-check any data or references.
• Make sure win themes are consistent: Go through the document to ensure your main messages are included in every section.

Take a look at our brief video which explains how our bid review service works:

Practical Bid Writing Checklists

Win Themes:

• Have you highlighted your strengths?
• Do they match the client’s goals?
• Are they mentioned throughout the bid?

Tender Questions:

• Have you answered all parts of each question?
• Have you used the client’s language?
• Are your answers structured with headings?
• Check the evaluation guidance and scoring criteria - how does your response score?

Final Checks:

• Have you covered everything?
• Are your answers clear and easy to follow?
• Is the document free of errors? Check instructions, word counts, clarification questions and formatting

The Procurement Act...

And of course.... The Procurement Act - we provide a brief update here:

Final Tips for Success

1. Focus on the client: Keep your answers practical and specific to their goals and needs. Generic ='s bad response!
2. Be clear and concise: Avoid unnecessary detail. Make your answers straightforward and professional.
3. Keep it simple: Use plain language and avoid jargon.

Or just contact us, get a quote and ask for advice - [email protected] / 01204 238046