Bidding successfully

Bidding is such an important source of work for many companies (printers, for example), that experts are employed full-time just to prepare quotations and proposals in line with what a tender has requested. It is not surprising, though, that not many small businesses can hire full-time professionals to do this. The owner usually has to do it himself, and writing proposals is seldom what they are good at. This opens the door for a “bid writer” or “tender writer” who can help a business to craft a strong response to a “request for tender” or RFT. To do this as a business, you need to have excellent writing and communication skills.

Your writing skills need to be flexible too, so that you can adapt your style to match the needs of the person or organisation who will consider your submission and make a decision. Each proposal will include a summary of your client’s expertise and why they should be considered for the bid opportunity.

Your skill will be to work closely with your client to understand exactly what the tender requires, and then to put the best possible case forward for how the job will be done and why your client’s company is a good choice of service provider. You may also need to prepare detailed reports with statistics, graphs, financial information, appendices and footnotes.

Clear thinking is vital, as these proposals must be structured so they are easy to understand and convey a strong message.

Bids and tenders must usually contain:

• A written quotation, which includes an outline of the project and its deliverables.
• Terms and conditions, which outline the duties and responsibilities of the bidder and the procurer.
• A letter of agreement for the contracting parties to sign, which shows the quotation for work, start dates and deadlines.
•  Details and qualifications of those people involved in the bid.
• A detailed explanation of how the proposed work will be carried out. You need to be able to work with a client in a way that brings out their knowledge and experience, without dominating the conversation or imposing your ideas.

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