Responding to tenders requires substantial time and effort, so you want to be sure you’re maximising your chances of success. Let’s dive into techniques and examples for how you can elevate your tender writing from mediocre to exceptional.
What makes a tender stand out?
The answer is simple: the writing. Your tender isn’t just about stating facts. It’s a portrayal of your comprehension of the client’s needs, a narrative of the unparalleled experience, and the robust systems or methodologies you bring to the table. Picture a procurement team poring over a pile of tenders—yours needs to shout, “We’re the best fit, and here’s why.”
But getting their attention isn’t about being loud, it’s about being clear and compelling. No matter how perfect a fit you are, if your clarity falters, your proposition will fall on deaf ears. Your aim? To ensure the procurement team feels a sense of security and a conviction that choosing you is devoid of any operational or financial risks.
How to transform your tender writing with examples
Transforming your tender writing from mediocre to exceptional comes down to two key factors: clearly communicating the benefits and results you will deliver and substantiating these claims with concrete evidence.
1. Benefits and results
The panel is most interested in the benefits they will receive by choosing you. You should steer clear of generic statements about what your organisation does. Instead, shift the narrative towards the direct benefits or outcomes the client stands to gain by working with you. Put yourselves in their shoes and ask, “what’s in it for me?” Then, weave this into every sentence.
The statement “This will enable us to provide you with online access to your files” is vague and focused on you.
Whereas “You will have 24-hour secure, online access to your files so you can personally monitor the progress of claims at any time” pinpoints the outcome and benefit for the client.
2. Present concrete evidence
Anyone can claim they are the best fit, but not everyone can prove it. Give evidence for how your organisation will deliver what you’ve said you can and show how you’ve achieved similar outcomes in the past. This might be in the form of short case studies, compelling testimonials, an impressive client list or a meticulous breakdown of your methodology to demonstrate how you deliver your exceptional product or service.
Narrate your victories. Your potential client doesn’t just want to know you’re capable, they want to see how you’ve achieved great things for past clients. Include 3-4 case studies to tell the story of how your service or product helped these clients. For each, be sure to highlight the outcomes, such as how you saved them time or money.
Inside Job is a large fashion retailer with some 60 stores across Australia. Earlier this year they needed to relocate their central operations from Sydney to Melbourne. Any downtime during the move could mean big financial losses and real disruption to customer service levels.
Simply transporting Inside Job’s existing server interstate was risky and could take up to three days. Kaos Computers’ solution was to build a new infrastructure platform at the Melbourne site, running an active data sync process between the states and reconfiguring the WAN network to communicate with the Melbourne data centre.
This highly complex project was successfully completed with zero time lost and no negative financial or other impacts on Inside Job. Even as the migration took place, the business continued to operate seamlessly, without any outages or discernible change in the customer experience.
Nothing speaks louder than the words of a satisfied client. This is direct validation of your work, and one or two-line testimonial from a happy client can do wonders.
‘Kaos Computers did in 12 hours what we had expected would take several days. Our new system is much faster and flexible, too. Most important of all, there was no negative financial impact to the business and not a single minute of downtime.’ Howard Moon, Managing Director, Inside Job.
Dynamic client list
While a list of client names is valuable, why not enhance it visually? Incorporate client logos in your graphic design to provide an “at-a-glance” overview of your clients. Visual cues resonate more and linger longer.
Remember: an exceptional tender response won’t just say you’re the best, it will show why you are. This means showcasing how you solve a problem, bring value, or enhance an organisation’s operations.
At Tender Writers, our tenders achieve a win rate of more than 75%.
Your tenders will have the utmost opportunity for success with our tender writers’ enormous experience.
If you would like help with the writing, editing or proofreading your tender, head to the contact page or call us now on 02 8036 5532 or 0448 566 377.