Common Mistakes in Bid Writing and How to Avoid Them

Submitting a bid proposal is a critical opportunity to showcase your company’s value, capability, and commitment to delivering high-quality results. But even the most experienced organisations can fall into common traps that jeopardise their chances of success. In this blog, we explore the most frequent bid writing mistakes and share practical tips to help you avoid them.

Whether you’re an SME tackling tenders in-house or a large enterprise seeking consistency across multiple bids, understanding and rectifying these errors can significantly boost your win rate.

Why Bid Writing is So Easy to Get Wrong

Bid writing isn’t just about selling your service; it’s about aligning your proposal with specific buyer requirements. It requires a blend of strategic thinking, technical writing, and persuasive communication. Time pressures, miscommunication, and lack of clarity often lead to costly errors.

Let’s look at the most common bid writing mistakes you should watch out for.

1. Not Answering the Question

It might seem obvious, but one of the most frequent mistakes is failing to directly answer the question.

How to avoid it:

• Break down each question and identify key requirements.
• Use the buyer’s language and mirror their terminology.
• Use bullet points to structure complex answers clearly.
• Revisit the question after drafting to ensure full coverage.

Pro tip: Use the “PEEL” structure – Point, Evidence, Explanation, Link back to the question.

2. Lack of Evidence and Examples

A proposal that makes bold claims without backing them up often falls flat. Saying you’re “excellent at project delivery” isn’t enough.

How to avoid it:

• Include measurable results: KPIs, time savings, cost reductions.
• Reference past projects that demonstrate similar outcomes.
• Use case studies and client testimonials where appropriate.

3. Overusing Generic Content

Copy-pasting generic text from previous bids may save time but often fails to address the specific needs of the tender.

How to avoid it:

• Tailor each response to the buyer and opportunity.
• Identify and reuse only content that meets the current question’s intent.
• Update and adapt your bid library regularly.

Top tip: Think of every tender as a new opportunity, not just a document to recycle.

4. Poor Structure and Formatting

Even well-written content can lose marks if it’s poorly structured, hard to read, or visually cluttered.

How to avoid it:

• Use clear headings and subheadings.
• Follow the buyer’s response format if one is provided.
• Use bullet points and numbered lists where possible.
• Avoid long paragraphs – aim for 3-4 lines max.

5. Ignoring Evaluation Criteria

Each bid will include guidance on how responses will be scored. Ignoring this is a major error.

How to avoid it:

• Align each answer with the scoring criteria.
• Allocate more time and detail to higher-weighted sections.
• Include value-for-money, innovation, and social value where expected.

6. Last-Minute Submissions

Leaving your submission until the last minute increases the risk of errors, technical issues, or incomplete responses.

How to avoid it:

• Create a bid plan with milestones and internal deadlines.
• Finalise content at least 48 hours before the deadline.
• Allow time for proofreading, compliance checks, and upload.

7. Inconsistent Tone and Messaging

A fragmented bid that lacks cohesion in tone and messaging can feel disjointed and unprofessional.

How to avoid it:

• Appoint a lead bid writer or editor to ensure consistency.
• Develop a style guide with brand voice, terminology, and formatting rules.
• Read the entire proposal aloud to check for flow and clarity.

8. Failing to Demonstrate Value

Buyers want to see more than just what you do – they want to know the value you add.

How to avoid it:

• Explain the benefits of your approach, not just the features.
• Highlight long-term impact, sustainability, and cost-effectiveness.
• Include testimonials or awards that back up your value proposition.

9. Overlooking Compliance Requirements

Missing required documents, failing to sign declarations, or ignoring word/page limits can result in automatic disqualification.

How to avoid it:

• Use a compliance checklist for each bid.
• Assign responsibility for each section/document.
• Double-check all instructions before submission.

10. Not Seeking Expert Help

Sometimes, teams are too close to the subject matter or lack bid-specific expertise to write compelling responses.

How to avoid it:

• Work with a bid writing expert or consultant for high-value tenders.
• Invest in bid writing training for your internal team.
• Review and learn from feedback on unsuccessful bids.

Summary: Bid Writing Mistakes to Avoid

Here’s a quick recap of the top mistakes:

• Not answering the question
• Lack of evidence and examples
• Overusing generic content
• Poor structure and formatting
• Ignoring evaluation criteria
• Last-minute submissions
• Inconsistent tone and messaging
• Failing to demonstrate value
• Overlooking compliance requirements
• Not seeking expert help

Avoiding these bid writing mistakes can significantly improve your success rate and save your team time, stress, and wasted effort.

Need Support With Your Bids?

At Ask a Bid Writer, we help businesses like yours respond to tenders with confidence. Whether you need a quick review or full bid support, our experts can help you write winning responses that stand out.

Get in touch today for a free consultation or visit our website to explore our services.

Remember: Every tender is a chance to grow your business. Don’t let avoidable errors hold you back.

 

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