When writing for a long tender contract, it’s easy to forget about the basics of presentation and proof-reading. These things determine the impression your proposal will make. A messy, haphazard executive summary will give the impression of a messy, haphazard bid.
Agree on a style guide and make a checklist
In order to look professional, your bid documentation will have to appear consistent through-out. Doing that means agreeing on style conventions:
- How will these documents look when printed? Will headers and footers be lost? Are the page boundaries appropriate?
- Are the naming conventions correct? How are technical terms spelt or capitalised? Is the client’s name really spelt like that?
- Does document layout make it easy to find information quickly and easily? Is the layout clear, or will the reader be lost in a sea of colourful titles and text boxes? Can they refer to a reference quickly?
A late change in the style guide will mean having to revise dozens if not hundreds of pages of text. Remember that you find yourself yawning in a debate about bullet points.
Implementing that style guide as a bid writer will require time and attention. By the time you’ve taken into account table fonts, page alignments and caption conventions, you could easily have a 20 point list. Which makes keeping one vital, as that really is too much to mentally keep track of in a rush.
Leave some time for review!
I know it isn’t always possible, but it really is important to try to leave ample time for editing and review after the bid writing process is completed. That time will be needed to pick up on mistakes, ensure the appendices are correctly referenced (and present!), and make changes.
Once you’ve written a document, you as a bid writer believe in your heart that you wrote what you meant to say. This will almost certainly be different to what you actually said, and if you try to review your own work immediately after writing you’ll miss those mistakes. Anyone unfortunate enough to have been subjected to the first draft of this blog post will understand that.
Or to quote that misbegotten document: “Anyone unfortunately to be subjected to the first draft will be understood.”
To avoid scattering such zen sentiments throughout your bid, you need to give yourself adequate time for review. If you or your bid writers want a second opinion or fresh eyes, Win that Bid’s document co-ordination services can help.