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A winning tender proposal could be the defining moment for your business. However, putting your intentions into words is more complicated than you think. If you’re writing your very first tender proposal, it can understandably feel like a daunting task.

Writing tenders takes a certain set of skills. Let’s take a look at a few things you should keep in mind while writing a tender response.

  1. Know what your client needs
  2. Follow tender specification
  3. Personalize your response
  4. Make it comprehensible
  5. Always provide value
  6. Proofread several times

1. Know what your client needs

Understanding your client’s requirements is the first and foremost part of writing an accurate tender response. You should approach with an informative and persuasive tone. What’s the point if a tender response doesn’t convey what a client wants to see? A tender response that’s merely stating your company’s qualities instead of addressing your buyer’s needs is not going make the cut.

To ensure your tender response hits the bull’s eye, enquire and ask questions before starting the tender process. Taking charge to understand your client’s motives is the first step towards writing a winning tender.

2. Follow tender specification

Tender writing isn’t a creative writing project. You can’t use your imagination to weave a captivating story. For writing a relevant tender response, take into consideration the provided tender specification. Failure to do so will prompt immediate dismissal by evaluators.

On the other hand, if there is no particular format provided, try your best to keep it clear and to the point. You can take assistance from tender templates to create a well-structured tender response. Diagrams and illustrations are a great way to communicate information effectively and quickly.

3. Personalize your response

When you’re writing your first tender response, there is no harm in taking inspiration from previously composed tenders. But don’t make the grave mistake of copying-pasting.

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Thoroughly do your research to understand your client’s needs and tailor your response accordingly. Try to think from your client’s perspective, what are they looking for? This will require time and effort, but it’s essential for writing a response that stands apart from your competitors.

Also, make an active effort to avoid ‘we-ing’ too much. Follow a client-based approach. Your clients aren’t interested in learning your accomplishments. They want to know how you can help them.

4. Make it comprehensible

Resist the temptation to create a jargon-heavy response that goes over your client’s head. You are an expert in your field, but your client might not be. Expanding on the previous point, try to get into your buyer’s mindset. Use a tone that your client can easily comprehend. No one has the time to go through complicated technical terms. Make it clear and crisp.

5. Always provide value

Is your response showing how you can benefit the client? There is no point in writing a response that doesn’t add value. Your company’s capabilities can be impressive, but they’re useless if you don’t show their relevance to clients’ requirements. Try to relate your company’s feature with your client’s needs.

There are many competitors out there pursuing the contract. If you want your response to secure the deal, concisely express what clients’ will gain by choosing you. Don’t just tell them you can get the job done, tell them how you’ll get it done.

6. Proofread several times

When you’re writing anything, your mind becomes accustomed to the obvious grammatical errors you might have made. It’s imperative to proofread your tender response several times before submitting it. For extra precaution, ask your team members to re-read the document. You don’t want to pass up on an excellent opportunity because of a silly spelling mistake.

In conclusion, a tender response is a key instrument for winning contracts. If you don’t trust your writing skills, it’s absolutely worth it to get technical writers involved. We hope these tips were helpful!

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