Writing a tender document

Winning a commercial construction job requires builders to follow a set tendering procedure. An important part of this is the tender response document. But what is the tender writing? And what mistakes do building contractors need to avoid in completing one?

Like a handshake

"The tender response is an expression of interest in tendering for a given construction project," explains Niklas Kokotovich, director or Malko Constructions.

In other words, it's a building contractor's first chance to assess whether the project fits into their area of expertise, and whether it suits their time, cost and organisational capabilities. It is also the document that enables the project manager overseeing the construction to whittle down the list of potential building contractors from hundreds to a handful.

Tender writing for first impressions

According to Niklas, a tender response should contain a few key pieces of information. "They want to see how your company is set up; for instance, whether you have employees working for you or whether you subcontract," he says.

It's also important to show the work you've completed. "You should show you're experienced in the same type of work and offer references for similar projects you have completed."

An eye for detail

The common mistakes building contractors should avoid in submitting a tender response include, but are not limited to: 

• failing to clarify with the tender agency anything you don't understand

• not giving project partners time to contribute

• getting the closing date wrong

• failing to attend any pre-tender information briefings

• not considering the project timeline and how it affects your own workflow

• ignoring expert advice on contract terms

• not including extra documentation as requested

• forgetting to include proof of quality and safety certification

• submitting incorrect contact details for referees

• failing to customise your response for each job. 

Keep your tender response short and sweet

Another common mistake is submitting a long-winded tender response. Niklas say he tries to keep the response to a single page, and for one very good reason.

"You have to think about the people who are reading them," he says. "I've heard of some people getting up to 260 applications. Imagine trying to read five pages from each applicant."

The way Niklas approaches it is by stating that he's seen the advertisement for the tender and indicating his interest. "We then add some background about ourselves and state how many employees we have," he says. "Finally, we cite examples of having already successfully completed this kind of project."

Next steps

"If you are lucky enough to get a response, they will then send out tender documents or tell you how to get them," says Niklas. And that's where the real work starts for the building contractor.

So remember, keep your tender response short and sharp and ensure you include all the information requested. Phone a tender-writing specialist today to help your business get the jobs you want for tomorrow.