For many small businesses, winning tenders is more than just another revenue stream. It can be a game-changing opportunity that provides consistent income, builds long-term client relationships, and enhances your reputation in the marketplace. Public sector contracts in particular are highly sought after because they offer stability and credibility, both of which fuel sustainable growth.
Yet despite the opportunities, many small businesses struggle to convert bids into contract wins. The challenge is rarely the quality of the service itself – it is almost always how that service is communicated on paper. Tender writing is a skill in its own right, and even small missteps can mean the difference between success and rejection.
To help you improve your win rate, here are seven powerful tender writing tips small businesses can use to overcome common pitfalls, strengthen their bids, and compete effectively with larger organisations.
1. Avoid Copy-Pasting Old Content When Tender Writing
The Mistake: Reusing old bid responses with only minor edits.
Why It Hurts: Evaluators can spot generic answers immediately. A recycled response often fails to align with the scoring criteria or the buyer’s unique needs.
The Fix: Build a bid library (this is something we can help you with at Tendle) to save time, but tailor every single response. Mirror the buyer’s language and make sure each answer speaks directly to their requirements.
2. Pay Attention to the Evaluation Criteria
The Mistake: Writing what you think the buyer wants rather than what the scoring matrix demands.
Why It Hurts: If a question asks for three examples and you only give one, you automatically cap your score, regardless of how strong your response is.
The Fix: Break down each question and address every element. A practical way to do this is by using sub-headings that directly mirror the evaluation criteria. This makes it clear to evaluators that you’ve covered everything they asked for.
3. Strengthen Your Executive Summaries
The Mistake: Treating the executive summary as an afterthought.
Why It Hurts: This is often the first, and sometimes the only section evaluators read in detail. If it’s weak or vague, it sets the wrong tone.
The Fix: Write a clear, compelling executive summary that demonstrates your value, key differentiators, and compliance with the buyer’s requirements. Highlight outcomes rather than processes. We’ll be publishing a detailed guide on executive summaries soon at Tendle, so keep an eye out for that.
4. Cut the Jargon
The Mistake: Overloading responses with acronyms and technical language.
Why It Hurts: Procurement panels often include non-specialists. Overly technical responses risk losing clarity and reducing your score.
The Fix: Write in plain English. Assume the reader has limited knowledge of your service area. Explain technical terms briefly and focus on the outcomes and benefits for the buyer. For plain English standards, see the Plain English Campaign.
5. Back Up Your Claims with Evidence
The Mistake: Using broad statements such as “we always provide excellent service” without providing proof.
Why It Hurts: Evaluators need evidence. Unsubstantiated claims hold no weight in a competitive tender.
The Fix: Support every claim with facts, data, or case studies.
- Weak: “We deliver on time.”
- Strong: “Over the past 12 months, we achieved a 97% on-time delivery rate across 50 contracts.”
If you don’t yet have formal case studies, start building them now. Document results and client feedback – this strengthens not only your bids but also your marketing content.
6. Balance Word Count with Impact
The Mistake: Submitting answers that are too short or excessively long.
Why It Hurts: Too short and you miss essential detail. Too long and you dilute your strongest points.
The Fix: Aim for around 80–90% of the maximum word count. This gives enough room to provide detail without padding your response. Many successful bidders use templates with clear word count targets to stay on track when tender writing.
7. Don’t Leave It to the Last Minute
The Mistake: Writing and submitting tenders at the eleventh hour.
Why It Hurts: Last-minute bids are often rushed, with errors in spelling, formatting, and sometimes even missing attachments. These mistakes can cost you the contract before your content is even read.
The Fix: When tender writing Start early and follow a structured project management approach. Set internal deadlines for drafting, reviewing, and sign-off. If you need help standardising your process, explore resources from the Chartered Institute of Procurement & Supply (CIPS).
Beyond the Basics: Building Tender Confidence
Avoiding these seven pitfalls will instantly improve the quality of your submissions, but small businesses can go even further by investing in professional bid support. That’s where Tendle comes in. We specialise in helping small businesses:
- Build and manage reusable bid libraries.
- Refine tender processes with structured systems.
- Compete with larger companies on a level playing field.
If you’re a freelancer or independent consultant looking to expand your opportunities, check out Solo – a hub designed to help self-employed professionals with everything from finance to contracts. For those in the environmental sector, our specialist job board Jobs in Ecology is a dedicated platform connecting ecology professionals with exciting opportunities.
Final Thoughts
Tender writing isn’t just about answering questions; it’s about presenting your business in the best possible light. By avoiding copy-paste content, focusing on evaluation criteria, writing strong executive summaries, keeping language clear, and backing up every claim with evidence, you dramatically increase your chances of success.
Winning tenders is about more than the service you provide – it’s about how effectively you communicate your value. With the right tender writing tips and processes in place, your small business can boost its win rate, enhance credibility, and unlock the long-term growth that comes with consistent contract success.
