Tender Tactics - is it what you say or how you say it?

When you're preparing a tender submission, the natural instinct is to focus heavily on what you’re saying—after all, that’s where you demonstrate your capabilities, experience, and offer. But if you’ve ever lost a bid despite having the best technical solution or the most competitive price, there’s a good chance the issue wasn’t what you said—but how you said it.

In a competitive tendering environment, especially within government and institutional contracts, presentation, tone, and clarity matter more than many businesses realise. A good submission meets the requirements. A winning submission makes those requirements easy to assess, compelling to read, and confidently delivered.

So let’s break it down: what really matters more in a tender - what you say or how you say it?

The content (what you say)

Let’s start with the obvious - substance matters. If you don’t have the capability, qualifications, or relevant experience to deliver on the contract, no amount of great writing is going to save your bid.

Strong content in a tender includes:

• Detailed methodology showing how you’ll meet the scope.

• A team with relevant experience and qualifications.

• Robust safety, quality and environmental systems.

• Evidence of past success (e.g., case studies, KPIs).

• A clear understanding of the client’s objectives.

• Value for money, innovation, and risk management.

This is the foundational layer of any good response. If the core offer is weak, the rest doesn’t matter. But having the right content isn’t enough on its own.

The communication (how you say it)

This is where many good businesses fall short. Their content is strong—but it’s buried in wordy paragraphs, littered with jargon, or presented in a way that’s hard for the evaluator to follow.

How you say it includes:

• Clarity and conciseness.

• Logical structure and easy navigation.

• Plain English and client-focused tone.

• Clear headings, bullet points, and summaries.

• Visual consistency and professional formatting.

A great tender isn’t just informative - it’s reader-friendly. It understands the evaluator’s time constraints and helps them quickly find what they’re looking for.

Why “how” can make or break your submission

Let’s imagine two submissions:

• Company A lists their experience in a paragraph with dense text, limited formatting, and vague outcomes.

• Company B presents the same experience in a concise table with project names, outcomes, KPIs, and a short paragraph explaining relevance.

They both did the work - but Company B made it easy to understand and aligned it clearly with the tender’s priorities.

Evaluators want to give you the best score possible, but they can only do that if your submission makes it easy for them to find and interpret the information. That’s where writing, formatting, and layout come into play.

The role of tone and language

Tenders are often read by panels of people with mixed expertise, including procurement officers, technical specialists, operations staff. You’re not writing a legal brief; you’re telling your story to a time-poor, mixed-skill audience, so it’s important to use a tone that’s:

• Professional, not robotic.

• Confident, not arrogant.

• Plain, not technical (unless required).

• Client-centric, not self-congratulatory.

Instead of saying:

“We are a highly regarded provider of end-to-end facility maintenance solutions.”

Try:

“We maintain over 50 buildings across mulitple locations, achieving a 96% compliance score in independent audits.”

Show, don’t just tell.

Case studies: the ultimate combo of what + how

Case studies are one of the best ways to blend strong content with strong communication. A well-written case study provides:

• Relevant experience (what you’ve done).

• Specific results and outcomes (how well you did it).

• A story format that’s easy and engaging to read (how you said it).

When done well, a case study becomes a proof point that builds trust, not just a paragraph of background noise.

Final verdict: it’s both - but don’t underestimate the “how”

Yes, the technical content matters. Yes, you need to tick all the boxes. But don’t ignore the role of presentation, tone, formatting, and structure. Because when every competitor has similar capabilities, the winning submission often comes down to who said it better.

A clear, compelling, well-structured tender helps evaluators do their job—and that gives you a serious edge.

Need help saying it better?

TenderWise helps businesses across all sectors create persuasive, professional tenders that don’t just meet the brief - they stand out.

From editing and formatting to full-service tender writing, we’ll help you say it right, and give you the best chance to win more work.

Here at TenderWise we can help with that! Just give Pauline a call on 0400 514 579 or shoot an email to pauline@tenderwise.com.au and we’ll get right back to you!

TenderWise and you - it's a two-way partnership

Creating a successful tender response is a complex and collaborative process. A tender response writer can play a pivotal role, not just in crafting a document but in forging a partnership with their clients to produce the most compelling bid possible. Here’s a closer look at how TenderWise collaborates effectively with our clients to achieve success:

1. Understanding your needs and goals

The first step in the partnership is for us to fully understand your business, the specific project, and what you hope to achieve by winning the bid. This involves detailed discussions, reviews of previous tenders, and a thorough understanding of your industry and market position.

2. Gathering information

Collecting all necessary information is crucial for success. Whether your a sole trader or a publicly listed company, we’ll coordinate with your or your people to gather accurate and pertinent data. Out tender team ensure that all documentation and project requirements are met and aligns them with your capabilities and goals.

3. Strategic planning

Once the information is gathered, our tender writers work with you to develop a strategy. This includes deciding how to best meet the tender requirements, how to differentiate you from your competitors, and how to clearly communicate your value proposition. Strategic planning also involves setting timelines and deadlines, ensuring that the response is crafted well before the submission date.

4. Drafting the response

With a strategy in place, our tender writer begins drafting the response. This includes writing clear, persuasive, and compliant text that aligns with the tender requirements. The tender writer also works on highlighting your strengths, and uniquely positioning them in the response to maximise impact.

5. Review and refinement

The draft response is sent to you at least 2 days prior to the submission deadline so you can review it in full. Feedback is essential, so we can incorporate and changes and fine-tuning the document based on your review (although in our experience, 95% of our clients require no or very few changes).

6. Finalisation and submission

Once the tender response is polished, it undergoes a final review to ensure all requirements are met and that it presents you in the best possible light. Usually we require you to submit the tender response through the tender portal yourself, but if you get stuck we can certainly manage the submission process for you (we’ll obviously need your tender portal login details to do this)

7. Post-submission support

After the tender is submitted, our tender writing team can help you to respond t any questions the tender issuer may have, prepare for presentations or interviews. This support can be crucial, especially in high-value tenders where the final decision may involve an interview or presentation stage.

FInal thoughts

Throughout the process, our tender response writer will act as a navigator and collaborator, ensuring that your tender submission documents are not only compliant and timely, but also compelling. By effectively partnering with our clients, TenderWise can play an integral role in enhancing your chances of winning bids, thereby contributing to your overall business growth and success.

Just give Pauline a call on 0400 514 579 or shoot an email to pauline@tenderwise.com.au and we’ll get right back to you!

What evidence should you include to support your tender bid?

Submitting a tender is a critical process for many businesses seeking new or renewed contracts, and it requires meticulous preparation and a strategic approach. A well-crafted tender submission can be the difference between winning and losing a contract, and one of the most crucial aspects of a tender is the evidence you include to support your proposal. This evidence demonstrates your capability, reliability, and suitability for the project. Here are key types of evidence to consider - they may not be relevant to every tender, but they are fairly common across most of the tenders that I work on:

Your Credentials and Experience

Your company’s credentials and experience are foundational elements of your tender submission. This includes:

1. Including a detailed overview of your company, including history, mission, vision, and values.

2. Highlighting relevant projects you have completed by focussing on projects similar in scope and complexity to the tender you are bidding for.

3. Providing case studies that showcase successful outcomes, particularly those relevant to the tender requirements.

Your Technical Capability and Resources

Demonstrating your technical capability and the resources at your disposal is essential. Include:

1. Information about your team’s qualifications, certifications, and expertise in the relevant field.

2. Details about the tools, technology, and facilities you have to execute the project.

3. Highlight any innovative approaches or technologies you plan to utilise that differentiate your bid.

Your Financial Stability

Financial stability is a key concern for many tender issuers, as it assures them that you can complete the project without financial difficulties. You could include:

1. Audited financial statements for the past three to five years, if requested by the tender issuer.

2. Any credit ratings from recognised agencies.

3. Letters from your bank attesting to your financial health.

Health, Safety, and Environmental Policies

Health, safety, and environmental considerations are increasingly important in tender evaluations, so if requested make sure you provide:

1. Copies of your health, safety, and environmental policies, procedures and manuals.

2. Any relevant certifications such as ISO 14001 for environmental management or ISO 45001 for occupational health and safety.

3. Records of past incidents and your approach to managing and mitigating such risks.

Quality Assurance

Quality assurance demonstrates your commitment to delivering high standards. Include:

1. Information about your quality management systems, such as ISO 9001 certification.

2. Detailed descriptions of your processes and procedures for ensuring quality.

3. Testimonials from previous clients that attest to your high-quality deliverables.

References and Testimonials

References and testimonials from previous clients can significantly bolster your submission. Include:

1. Contact details of clients who can provide positive feedback on your work.

2. Letters or statements from satisfied clients highlighting your performance and reliability.

3. Any industry awards or recognitions that acknowledge your excellence.

Risk Management Plans

Risk management is crucial to project success. Include:

1. A detailed risk assessment specific to the project you are bidding for.

2. Clear strategies for mitigating identified risks.

3. Well-defined contingency plans for potential issues that could arise during the project.

Compliance with Requirements

Ensure your submission complies with all the tender requirements. Include:

1. A matrix or checklist showing how you meet each requirement of the tender.

2. Evidence of your compliance with relevant laws and regulations.

3. If required, include a bid bond or guarantee as specified in the tender documents.

Make it Comprehensive and Make if Relevant

Including comprehensive, relevant evidence in your tender submission not only strengthens your proposal but also builds trust with the client. By meticulously compiling and presenting your credentials, technical capabilities, financial stability, and more, you position your company as a reliable and capable partner for the project. Remember, the goal is to provide clear, concise, and compelling evidence that you are the best choice for the job.

By paying attention to these details and ensuring all evidence is well-documented and presented, you enhance your chances of securing the tender and successfully delivering the project.

If you need a hand with your tender from a professional tender writer, I’m here to help - just call me on 0400 514 579 or shoot an email to pauline@tenderwise.com.au for a completely obligation-free chat.

COVID-19 : A look back at how the pandemic has affected the tendering world

2020 - the year that for many of us felt like the longest ever because of COVID-19 that hit the whole world by storm. The global economy has been massively shaken and remains unstable. 

The impact of the pandemic has dominated news headlines and agendas across every industry all over the world. All levels of Government and the private sector continue to exert their best efforts to formulate business continuity plans aimed at combating the disruptions it caused — and the tendering world is no exception.

Here, we take a look back at the impacts of COVID-19 on the tendering world. Was it good or bad? Or a combination of both? Let’s find out.

Social distancing and lockdowns

Amid all the chaos, procurement is a frequent topic that keeps coming up. Although pandemic response strategies varied markedly across different countries, here in Australia, the focus right from the early days was to flatten the curve through social distancing and lockdowns. 

Naturally, this made sustaining the health of many businesses incredibly difficult. But the Government continued to run, and in the tender world, tenders continued to be published, albeit with some adjustments that bidders needed to take into account. 

Some of those adjustments included:

• The absence of site visits - instead, bidders were invited to online virtual meetings

• A requirement for COVID-safe plans to be submitted as part of the bid

• A requirement for business continuity plans to be submitted with the bid

Impact on projects

Like many other industries, large construction, development, and infrastructure projects in Australia have been impacted. This sector greatly contributes to the economy and employment, but COVID-19 in Australia introduced severe implications for the entire supply chain. 

Tender issuers had to reconsider the risk of proceeding with their proposed projects as some may not be suitable due to the ongoing uncertainties.

Tender evaluation criteria were often adjusted, with an increased focus on things such as:

• Reassessing the financial capability of the party submitting the tender.

• Labour availability, including key personnel and replacements.

• The supply chain proposal

• The project program proposal

Tenders were put on hold

In the service sector, we’ve seen a number of tenders put on hold because of the Coronavirus or COVID-19. Even some that were already published and were close to the closing deadline. Here at TenderWise, we’ve also worked on tenders that were put on hold after the submission deadline had passed and it was already lodged. 

It’s incredibly tough on small businesses who are tendering for work — they already put in the hours to develop their response (or paid a consultancy like TenderWise to do it for them) with no prospect of imminent reward for their efforts.

A need for a more customised approach

The battle to win new contracts can be tough now more than ever amid the COVID-19 pandemic. Tender submissions require a relevant but customised approach, coupled with demonstrated flexibility to cope with the uncertainties in the market.

Responses need to showcase the experience and skills of the business while at the same time establishing that the tendering business meets all of the tender requirements. If this global event caused any repercussions, there would be significant delays in the process, but people have found a workaround. 

Businesses are adapting

Businesses have learned to adapt and change the way they do things. Everyone has accepted that the COVID-19 pandemic will be with us for some time to come, and we’ve all been forced to be innovative and think outside the box.

Here’s some good news. The number of tenders published daily doesn’t seem to have slowed down. If anything, the number appears to have increased, so there are plenty of opportunities out there just waiting for businesses to respond, especially this new year.

If you need a hand with a tender, I’m here to help. I’ve worked with hundreds of small businesses to develop tender responses, and you can read what my clients have to say about me here. 

A chat costs you nothing, so if you’d like to talk about your tender response strategy, just give me (Pauline) a call at 0400 514 579, fill up the form here, or better yet, email the tender documents to me at pauline@tenderwise.com.au so I can read through before we chat.

Let’s all look forward to a better 2021!

Are You Using the Right Words in Your Tender Submissions?

When it comes to great tender submissions, words mean a lot. If you’re not using clear, concise, and compelling language in your response, you won't convince the tender panel that your business is hands down the best company for the job.

At TenderWise, we’ve helped loads of businesses win tenders, but if you want to take the DIY route and write the submission yourself, here are our top tips:

1. Keep Your Response Simple. 

   The reason the KISS (Keep it simple, stupid) principle is so well known is because it works, even to tender responses. It’s smart, and it’s a good reminder to keep things, well – simple. Flowery words, overly technical content and industry jargon, may make you feel good, but they can be a real turn-off to your audience.

2. Keep Your Response Clear. 

   And focus and never say something in 10 words when five will do.

3. Write in a Conversational Style. 

   If you wouldn’t speak it the way you’ve written it, give it another go until it reads like a conversation.

4. Be Convincing. 

   Tell a story. Answer the questions in the tender response document by giving examples of hhow you have achieved the same outcomes for another similar client. 

   BUT (and it’s a big one) — always make sure that what you write is relevant to the question being asked. Don’t dive off onto a tangent just because you have something you want to say, but there isn’t anywhere apparent to put it.

5. Always Include a Cover Letter. 

   But that’s unless your tender template asks for an Executive Summary. It’s an excellent opportunity to highlight what’s so great about your business and how you have the skills and experience to deliver the required tender outcomes.

6. Don’t just Copy and Paste Your Tender Responses from Your Last One. 

   Sure, you can recycle content, but make sure it’s relevant to the question and read it through. I’ve seen plenty of tenders where content has been copied from one submission to another regarding the tender issuer not being updated.

7. Always Check Your Spelling and Grammar.

   There's no excuse for getting it wrong when a spelling and grammar checker (such as the one built into Microsoft Word) only takes a few minutes to run. Poor spelling and grammar are a real distraction for the reader, and it just makes your business look sloppy.

8. Stay within the Word Count Limits.

   If you’ve been told that there are word count limitations for your tender response, then make sure you stick to them — it will likely be penalised if you go over the limit.

9. Use Positive Terms 

   So, “will” — not “would” and “can” not “could”.

10. Use Meaningful Headings to Break Up Your Text.

And also add some visual appeal to your submission.

My Final Thoughts

If you’ve got a tender you want to respond to but don’t have the time or the inclination to develop powerful and compelling tender submissions TenderWise can help you. Call me, Pauline, at 0400 514579, email me at pauline@tenderwise.com.au, or fill out the form here for a completely obligation-free chat.