Readers of this blog will have seen many admonitions against boilerplate, jargon and overly complex technical data. However, there will be times – especially in the method statement – that this can’t be avoided.
Some of the usual basic rules apply:
- Keep it simple
- Keep it focused on the client
- Avoid complicated terminology
- Avoid long polysyllables in general (if like me you had to look that up, you know why!)
- Use the client’s terminology
What will the reader focus on?
Informed, technically minded readers will be looking for accuracy and so it is imperative that your data is correct. This is especially important when submitting similar but distinct data across different lots. Be really careful when reformatting complex tables – it could mess up or remove entire columns of data.
More pragmatic thinkers will be looking for simple illustrations of your point and win theme. Bid writers need to strike a balance between impact and legibility on the one hand and specific detail on the other. In all cases make sure your charts are large and legible. Don’t be afraid to put complex charts into separate appendices.
A bid writer’s data needs to be backed up. A reader won’t automatically believe that you’re capable of meeting the terms of a security tender just because you lay out the particulars of how you would do it. Details of your experience and benchmarking will help, and will often be what less informed readers will look for first.
Is this necessary?
Ask whether your technical details are necessary. Often, bid writers will be asked to provide specifics. In that case, provide everything requested – but if they didn’t ask for something, ask yourself how the technical data relates to your message and win theme. If you can take it out without reducing the impact of your message, do so.
Focus on specific benefits to the client
When discussing technical detail, bid writers should focus on the benefits of the client. If your magnificent new threshing machine reduces fuel costs by a third, discuss how that will help the client’s bottom line rather than spending paragraphs on self-congratulation and long, specific explanations of which semi-legal uses of vegetable oil were used to achieve it.
The client will want certainty (especially for security tenders and the like). The buyer will want to know whether your processes work, and especially what will happen if some part of them fails to work. They will want to know that your product will be the solution to their problem, rather than a source of new ones.
Your technical statements are there to prove that. Win that Bid can help you strike the balance between legibility and detail.