Winning a government or corporate tender can transform your business. It can bring in steady income, build your reputation, and open the door to bigger opportunities. But for many small and medium-sized businesses, the hardest part is writing the tender submission.
A tender submission is your official response to a government or organisation’s request for services. It’s where you show who you are, what you do, and why you’re the best choice. It must be clear, complete, and persuasive — but it doesn’t have to be complicated.
This guide will walk you through the process of writing a tender submission in simple, practical steps.
1. Read the Tender Documents Carefully
Before you start writing, read everything the buyer provides. Most tender documents will include:
-
A scope of work – what they want done
-
Evaluation criteria – how they will score your submission
-
Mandatory requirements – things you must provide (e.g. licences, insurance)
-
Conditions of contract – payment terms, deadlines, legal terms
Highlight key details and make notes. Pay special attention to the evaluation criteria — this tells you exactly what to focus on in your submission. If the buyer says 30% of the score is based on “experience” and 40% on “methodology,” those sections deserve the most attention.
2. Plan Before You Write
A tender submission isn’t something to rush. Break it down into smaller sections and plan your responses before you start typing.
A good plan should include:
-
A list of all the questions or sections you must respond to
-
Who in your team will provide the information for each part
-
Deadlines for drafts and final review
-
A checklist of mandatory documents and attachments
Spending one hour planning can save you several hours later — and reduces the risk of missing something important.
3. Start With a Strong Introduction
Your introduction or cover letter sets the tone. It’s the first thing evaluators read, so make it clear, confident, and relevant. Keep it short — usually one page.
Include:
-
Your business name, ABN, and contact details
-
A brief summary of your business and services
-
Confirmation that you meet all mandatory requirements
-
A clear statement that you understand the scope and can deliver the work
-
One or two key reasons they should choose you (e.g. proven track record, local expertise, safety record)
4. Address Each Evaluation Criterion Clearly
The most important rule of tender writing: answer the question they ask.
Every evaluation criterion should have its own section or heading in your submission. This makes it easier for evaluators to score your responses. Don’t combine answers or make them hunt for information.
a) Company Capability and Experience
Explain who you are, how long you’ve been operating, and what you specialise in. Then give examples of relevant past projects.
Use the STAR method for case studies:
-
Situation – Describe the client and problem
-
Task – Explain what needed to be done
-
Action – Detail what you did
-
Result – Share the outcome (include measurable results if possible)
b) Methodology and Approach
Here you explain how you will deliver the project. The buyer wants to see that you understand the task and have a clear plan.
Include:
-
Step-by-step outline of your process
-
Timeline or project schedule
-
Risk management measures
-
Quality control procedures
-
Communication plan (how you’ll report progress)
Keep your language clear and confident. Show that you’ve thought about potential challenges and how you’ll solve them.
c) Team and Resources
List key personnel and their qualifications. Include brief bios or CV summaries showing relevant skills and experience.
Also mention any equipment, technology, or partnerships that will help you deliver the work efficiently.
d) Pricing and Value for Money
Price is always important, but the cheapest option isn’t always the winner. Government buyers want value — a good balance of quality, reliability, and cost.
Tips for writing this section:
-
Break down costs clearly (labour, materials, travel, overheads)
-
State assumptions and exclusions
-
Highlight long-term savings or added value (e.g. reduced maintenance, training included)
5. Include All Supporting Documents
Tenders often require attachments. Missing one can disqualify your submission, so double-check before you submit.
Common documents include:
-
Insurance certificates
-
WHS or safety policies
-
Financial statements or solvency declarations
-
Licences, accreditations, or police checks
-
References or testimonial letters
Create a checklist and tick off each item as you attach it.
6. Review and Proofread Before Submission
A rushed or messy submission can cost you the contract. Always set aside time to review everything carefully.
Ask yourself:
-
Have we answered every question clearly and directly?
-
Is the document easy to read, with headings and clear sections?
-
Are there any spelling or grammar errors?
-
Are all attachments included and correctly labelled?
-
Does the pricing match what’s in the forms or schedules?
It’s helpful to have someone not involved in writing review the document. Fresh eyes often spot mistakes or unclear sections you might miss.
7. Submit Early — and Keep a Record
Online tender portals can be slow or crash near deadlines. Aim to submit at least 24 hours early. Once submitted, save a copy of the final version and any confirmation receipts or reference numbers.
8. After Submission: Ask for Feedback
Whether you win or lose, always request a debrief from the buyer. Government agencies often provide feedback explaining how your submission was scored and where you can improve.
Use this information to make your next submission even stronger. Most successful businesses don’t win their first tender — but they improve with each attempt.
Final Tips for Tender Success
-
Stay organised: Keep standard documents (policies, insurance, CVs) ready to go so you don’t rush at the last minute.
-
Build a library: Save previous responses and adapt them for new tenders.
-
Focus on clarity: Government evaluators read many submissions — short, direct answers stand out.
-
Show evidence: Don’t just say you’re experienced — prove it with results and examples.
-
Start small: Begin with smaller tenders to build confidence and a track record.
Final Thoughts
Writing a tender submission can seem daunting, but it’s really about telling your story clearly and proving you can deliver what the buyer needs. With a structured approach, strong examples, and careful attention to detail, your submission will stand out — even against larger competitors.
The more tenders you write, the better you’ll get. Treat each submission as a chance to refine your process, showcase your strengths, and build credibility. With persistence and professionalism, government contracts can become a powerful part of your business growth strategy.
