1. Read the whole tender first
Eligibility, mandatory documents, evaluation criteria and deadlines are often in different sections. Read everything, including addenda and clarifications, before drafting.
2. Build a compliance matrix
List every requirement, who is responsible, where it is answered and its status. This single table prevents most disqualifications.
3. Gather mandatory documents early
Tax compliance, registration, licences, references and bid security take time to obtain. Start on day one, not the day before closing.
4. Answer the evaluation criteria directly
Evaluators score against criteria. Mirror the headings, answer in the same order, and make it easy to award marks. Do not make evaluators hunt.
5. Show relevant experience, with evidence
Reference similar contracts with scope, value and outcome. Attach completion letters or references where allowed. Claims without evidence score poorly.
6. Price carefully and consistently
Make sure the financial proposal matches the technical one and covers every line item. Check the arithmetic twice, and check the currency and tax treatment.
7. Submit early and follow the format
Respect copy counts, sealing, labelling, file formats and portal rules. Allow time for upload or delivery problems.
A common mistake: describing your company instead of answering the buyer's problem. Open every section with what the buyer needs, then show how you meet it.
Frequently asked questions
How long does it take to write a tender response?
It depends on the size and complexity. Start as soon as the tender is published, because documents and clarifications take time. Rushing the last two days is the usual cause of errors.
Should I ask for clarifications?
Yes, where the tender is ambiguous and the process allows it. Clarifications also show evaluators you read carefully. Check the deadline for questions.