If you’re new to tendering, logging into the buyer’s portal and downloading the documents can feel a bit daunting. Specifications, technical language, templates, forms, compliance requirements… it’s no wonder many people feel overwhelmed before they’ve even begun.

However, once you understand how tender documents are structured, what each section is trying to tell you and where best to start, the whole process becomes easier, quicker and far less intimidating. Most importantly, you’ll be able to make better decisions about which tenders are genuinely right for your business.

Why it’s worth learning to read tender documents properly 

Many people skim tender documents or jump straight to the questions. It’s understandable; you’re keen to get writing and your bid submitted, but this is one of the biggest reasons tenders fail. Reading the documents carefully gives you three essential things:

1. A proper understanding of what the buyer really wants
2. Confidence you can deliver what’s required
3. A clear route to structuring strong, relevant answers

It also helps you avoid wasting time on tenders you were never going to win.

 

Start with the right mindset

Instead of diving straight into the details, approach the tender documents like a buyer would approach your response. Ask yourself:

-- “What problem are they trying to solve?”

-- “What result do they want to achieve?”

-- “What information do they need to make a fair decision?”

This shift in mindset helps you read the documents with intent, not just obligation.

 

Step 1: Read the specification first

Many people start by looking at the questions - don’t. The specification is the heart of the tender. It sets out what the buyer needs, why they need it and exactly what they expect from the supplier. Without understanding this, you can’t possibly write strong answers. 

When reviewing the specification look for:

• The scope of work
• Any mandatory requirements
• Service levels or KPIs
• Delivery locations
• Staffing expectations
• Equipment or accreditation requirements
• Reporting obligations
• Performance measures

If anything appears unclear, note it. You can always raise clarification questions as part of the tender process.

At this point you need to ask yourself if you can deliver everything within the specification. You don’t want to win a contract that you’ll struggle to deliver.

 

Step 2: Identify all mandatory requirements

Every tender has at least some mandatory elements and if you miss one your submission will fail. These are often stated up front, so it makes sense to understand if you meet these mandatory requirements before you spend unnecessary time and effort reviewing the questions or reading further documentation.  Typically these can include:

• Minimum turnover

• Insurance levels

• Certifications or accreditations

• Policy documents

• Experience levels

• Technical capabilities

• A specific delivery model

• A mandatory site visit or briefing

If you don’t meet a mandatory requirement, you must either demonstrate an alternative if one has been stated or decide not to bid - it’s better to walk away early than devote hours to a bid that will be rejected instantly.

 

Step 3: Review the evaluation criteria

The evaluation criteria tell you how your response will be scored and will always be stated. Typically, you would expect to see a weighting split between price, quality and social value e.g. 40% price, 50% quality and 10% social value, but it does vary by tender.

You would also expect to see scoring descriptions, evaluation methodology (i.e. what constitutes a score of 5/5, a score of 4/5, a score of 3/5 etc) and any minimum score thresholds.

Being clear on how the bid will be evaluated will help you understand where you should focus and what the buyer really values. You will need to ensure you provide sufficient information to score well and aren’t too vague.

 

Step 4: Look at the response instructions and templates

Buyers often provide strict instructions on how to respond. These must be followed exactly.

When reviewing them, look for:

1. Word or character limits

2. File formats

3. Naming conventions

4. Attachments required

5. Evidence requirements

6. Whether you can add diagrams or charts

7. Whether answers are written in a portal or uploaded as files

If the buyer has supplied templates, use them. Never try to create your own unless instructed. Failure to follow instructions is one of the easiest ways to lose marks.

 

Step 5: Read the contract terms and conditions

The terms and conditions tell you what you’re signing up to if you win. They outline liability, payment terms, termination rights, insurance levels, data protection requirements and more.

Look for clauses that could affect your business operationally or financially. Keep an eye out for such clauses including extended payment terms, unusual insurance levels or automatic price reductions. If the contract is too risky or commercially unviable, walk away. Winning a contract that damages your business is far worse than losing a tender.

 

Step 6: Review all submission deadlines and key dates

Buyers will include a timetable detailing all the key dates, including the clarification question deadline, any site visit dates, the submission deadline, the date the outcome will be communicated and the proposed contract start date. If you only have a short window to prepare the response, or if the clarification question window has closed, assess whether it’s feasible to bid. Quality suffers when there isn’t enough time to review, proofread and fact-check your answers and tenders cannot be submitted after the stated deadline.

 

Step 7: Only after all this, review the questions

Once you’ve read everything else, the questions finally make sense. At this point you should:

• Understand the buyer’s needs

• Know what’s mandatory

• Know how scoring will work

• Understand what evidence is required

• Know the risks and commitments

• Have a clear view of whether you can win

 

Step 8: Make a bid/no-bid decision

This step is essential and should be based on your answers to these questions:

• Do I meet the mandatory requirements?

• Can I do everything that is being requested?

• Are the location, value, and timescales appropriate / achievable?

• Do I have the accreditations or documentation required?

• Do I meet the financial thresholds?

• Do I have the required evidence?’

• Can I meet the social value requirements?

• Will it be profitable?

• Can I score highly based on the criteria and weighting?

• Do I have the capacity in my team to put together a high-quality tender response in the time available?

A well-thought-out no-bid decision saves significant time and protects success rates. For more information on making this decision read our blog 'To bid or not to bid', or take a watch of our webinar where we explore this subject further.

 

Step 9: Create a response plan before you write a word

Before drafting any answers, set out a simple, structured plan for the creation of a strong tender response, delivery. Confirm who will contribute to each section and identify the evidence or data required to support your responses.

Review what is already available and highlight the areas where new content will need to be developed.

Establish when first drafts should be completed, alongside clear internal deadlines for review, refinement and final sign-off.

This upfront planning avoids last-minute pressure, ensures consistency across the submission and ultimately improves the quality and accuracy of the final answers. A well-defined process also helps the team remain aligned, reduces duplication of effort and gives contributors the clarity they need to produce strong, timely inputs.

Reading tender documents properly is one of the most important skills a business owner can develop. It sets the foundation for everything else, from deciding whether to bid to writing responses that score highly and meet the buyers needs. Once you know what to look for, the process becomes much easier and the tender documents no longer feel so daunting.

If you need support reviewing a tender or deciding whether it’s the right opportunity for your business, watch our webinar, or get in touch for more help.