The tone of your tender response and the words that you choose are just as important as the content of your submission. Clear, concise writing positively positions you in the eyes of the buyer as a capable and quality tenderer.
On the other hand, over-complicated and vague expressions can confuse your reader and affect the evaluation of your product or service. Ultimately, you want the buying organisation to know exactly what they will be spending their money on, and how your solution will benefit them in the long run.
Whether it be through the use of the active voice, avoiding unnecessary words, or being careful of tautologies, your writing needs to reinforce the value of your solution. Continue reading for our top three handy writing tips for tenderers!
Active vs. passive voice
When we’re reading, our focus tends to be on the first part of the sentence. Have a read of these two sentences:
- The company delivered new products today.
- New products were delivered today by the company.
The first sentence is written in the active voice: the subject (“the company”) is carrying out the action (“delivered new products today”). The second sentence is written in the passive voice: the subject is being acted upon.
Both sentences are correct, but the active voice encourages the use of stronger verbs (“delivered”) that suggest bringing the activity to life. This voice can make your writing more direct and create a sense of purpose.
Avoid unnecessary words
Most of the time, writing more does not make your proposal more convincing. The longer the sentences become, the more likely the reader is to start skimming through the material. So, be precise, and avoid unnecessary words that can distract from the main point.
Here are some examples of phrases that can be replaced by one word:
- a large proportion of = many
- this is due to = because
- with reference to = about
- prior to = before
- as of late = lately
- in order to = to
Remember, less is more!
Be careful of tautologies
A tautology often involves using two different words that have the same meaning. They are very common in everyday language; however, they should be avoided in formal writing as they can make your submission sound repetitive.
In all of the following examples, only one of the two words needs to be used. Whichever word you choose, the meaning remains the same.
- merge together
- qualified expert
- close proximity
- necessary requirement
- new innovative
Summary
Buyers may be evaluating multiple tender submissions for the same opportunity, so you need to make your response easier for the buyer to assess. Stand out for the right reasons by using a clear and direct voice. Avoid unnecessarily long sentences and make sure that every word has value.
Don’t let your writing distract from your solution! Follow these tips and you’ll soon be a pro at effectively communicating the value of your product or service.
