How to write a bid | BWS

How to Write a Bid – The Definitive Do It Yourself Guide

You’ll probably already know this, but to recap, a ‘bid’ is essentially a proposal submitted by you (the contractor, supplier or vendor) in response to a request for tender.

This bid’s overarching purpose is to persuade a client or buyer that your organisation is the best fit for their project. 

It’s a pretty important skill to develop (but if you don’t want to learn, you can probably skip this entire blog and contact us for bid writing support.

As noted, writing a good bid is essential to winning potentially lucrative contracts and securing new business for your organisation.

At Bid Writing Service, we’ve literally seen companies change seemingly overnight by securing vital contracts via the tendering process.

How to write a bid

In this blog post, BWS will provide a comprehensive guide on how to write a bid that stands out from the competition and helps you win more contracts.

BWS will cover everything from researching the tender to writing persuasively; and then how to review your bid for maximum impact.

Step #1: Initial Research

The first step in the bid writing process is researching the actual tender.   You must gather all necessary information about the client, the project, and the likely competition. 

Understanding this information allows you to tailor your bid to the client’s needs and differentiate your organisation from the competition.

There are several key components to researching the tender:

  • Read the tender document thoroughly and understand the client’s requirements and specifications (this will give you a clear idea of what the client is looking for and how you can meet their needs)

  • Research the client and their business. Gather information about their values, ethos, ambitions, and, perhaps most importantly, challenges. By doing this, you can position your organisation as a strategic partner who can help them achieve their objectives.

  • Research the competition and identify their strengths and weaknesses. This allows you to differentiate your organisation from them – highlighting what you can offer that they cannot.

Overall, researching the tender in detail is a critical step in writing a good bid; It allows you to gather the information you need to write a persuasive and compelling bid that addresses the client’s needs and stands out from the competition.

Investing time and effort into researching the tender can increase your chances of winning the contract and building a long-term relationship with the client that may lead to future mutually-beneficial opportunities.

Step #2: Understanding the Requirements

Critical to the bid writing process is understanding the requirements of the tender. 

A deep understanding here allows you to respond directly to the client’s needs and demonstrate that you have the expertise, capacity and capability to deliver the project or service. 

Here are some key points to keep in mind when developing an understanding of the requirements:

  • You should carefully review the tender document to identify the technical requirements and specifications for the project or service. This may include things like scope of work, timelines, deliverables, and quality standards.

  • It would help if you are looking for specific instructions or guidelines for preparing and submitting your bid (this may even include basic things such as font, font size, colour etc.)

  • You should try to understand the client’s business needs and objectives. As noted, this may involve researching the client’s organisation, industry, and market to understand their priorities and challenges.

  • It may also involve asking questions or seeking clarification from the client to ensure that you fully understand their requirements and expectations.

You should analyse the evaluation criteria that the client will use to assess your bid. This may include factors like cost, quality, experience, and technical compliance.

By understanding these evaluation criteria, you can tailor your bid to meet the client’s needs and maximise your chances of winning the contract.

Understanding the tender’s requirements is crucial in writing a good bid. It requires careful analysis of the tender document, research into the client’s business needs and objectives, and understanding of the evaluation criteria.

By taking the time to understand the requirements, you can write a bid that significantly increases your chances of winning it.

Step #3: ‘Writing The Bid’

When writing a bid, it is important to structure it in a clear and organised way that makes it easy for the client to read and understand. 

We’re not writing Shakespeare here! Lots of short, simple sentences are encouraged.

A typical bid structure includes the following key components:

  • Introduction: This section should provide an overview of your organisation and your understanding of the client’s needs and requirements.

  • Executive summary: This section should summarise the key points of your bid, including your proposed solution, pricing, and value proposition.

  • Technical proposal: This section should detail the technical aspects of your proposed solution, including any relevant methodologies, technologies, or processes.

  • Management proposal: This section should outline how you will manage the project or service, including timelines, milestones, and staffing.

  • Pricing: This section should provide a detailed breakdown of the costs associated with your proposed solution, including any assumptions or exclusions.

When writing your bid, it is important to write clearly, persuasively and convincingly.

This means focusing on the client’s needs and concerns and demonstrating how your proposed solution can meet those needs and provide value.

To do this, you should:

  • Use clear and concise language: Write in a way that is easy to understand and avoids technical jargon or industry-specific terminology.

  • Demonstrate your expertise: Use examples and case studies to demonstrate your experience and expertise in similar projects or services.

  • Address the client’s concerns: Anticipate and address any concerns or objections the client may have (provide evidence to support your claims if possible).

  • Provide a clear value proposition: Clearly articulate the benefits of your proposed solution and how it will provide value to the client.

By following these guidelines, you can write a persuasive and compelling bid that addresses the client’s needs and ensures you stand out from the competition.

Step #4: ‘Reviewing and Editing’

Once written, you should review and edit your bid to ensure it is well-written, error-free, and persuasive.

Perhaps double or even triple-check it! This may involve several rounds of editing and proofreading to catch any mistakes or inconsistencies. Trust me, there will be many.

During the review and editing process, you should pay attention to the following:

  • Clarity and Conciseness: Make sure your bid is easy to understand, and your message is concise.

  • Grammar and Spelling: Check for any grammar, spelling, or punctuation errors that could detract from your bid’s quality.

  • Formatting and Layout: Ensure your bid is well-organised, visually appealing, and easy to navigate.

  • Compliance with requirements: Ensure that your bid complies with all the requirements and specifications outlined in the tender document.

  • Persuasiveness: Review your bid from the client’s perspective to ensure it is persuasive and compelling and addresses their needs and concerns.

Finally, before submitting your bid, you should have a fresh pair of eyes review it to catch any mistakes or oversights you may have missed. 

If you choose to complete the bid writing process yourself, it’s worth investing in a review service (such as ours at Bid Writing Service)!

In summary, reviewing and editing your bid is critical in the bid writing process. It ensures that your bid is well-written, error-free, and persuasive; and that it meets all of the client’s requirements and specifications.

Get in touch!

Writing a good bid requires careful planning, research, and attention to detail. Doing this will increase your chances of winning the contract and building a long-term relationship with the client.

Remember, writing a good bid takes time and effort, but the rewards are worth it!

It can help you grow your business, establish your organisation as a thought leader in the industry, and create opportunities for future collaboration and success.

For more information on how to write a bid, call Bid Writing Services on 07760514645, or book an appointment here!

Live Chat