The Definitive Tender Writing Checklist: 73 Points for a Winning Bid

In the world of high-stakes tendering, the difference between a winning bid and a losing one often comes down to one thing: attention to detail. A single missed requirement or compliance error can lead to immediate disqualification, wasting weeks of hard work. That's why top-performing bid teams don't rely on memory; they rely on systems.

At MyTender, we've analyzed over 50,000 tender documents to develop the most comprehensive checklist in the industry. This isn't just a list of reminders; it's a systematic framework that covers every phase of the tender lifecycle, from initial opportunity assessment to post-submission analysis. Our AI engine uses this exact 73-point logic to achieve a 100% compliance rate for our users.

The problem with most tender processes is that they are unstructured and inconsistent. Different team members follow different steps, quality checks are often rushed, and critical details fall through the cracks under the pressure of deadlines. This leads to inconsistent quality, increased risk, and lower win rates.

This checklist solves that problem. It provides a single source of truth for your entire team, ensuring that every bid is prepared with the same level of rigor and attention to detail. By following these 73 points, you can eliminate compliance errors, improve the quality of your responses, and free up your team to focus on what really matters: crafting a winning strategy.

Whether you use this checklist manually or automate it with a platform like MyTender, adopting this systematic approach is the single most effective way to improve your tender success rate.

TL;DR:

Systematic Success: Winning tenders requires a repeatable, systematic approach, not just good writing.
73-Point Framework: Our checklist covers every critical aspect of the tender lifecycle, from pre-bid to post-submission.
100% Compliance: This checklist is the key to eliminating disqualifications for non-compliance, which affect over 40% of bids.
AI-Powered Logic: This framework is powered by the same logic used by MyTender's AI to deliver industry-leading results.
Four Phases of Excellence: The checklist is broken down into four key phases: Pre-Submission Readiness, Content Development, Quality & Compliance Review, and Submission.
Resource, Not Just a List: Use this as a training tool for new team members and a quality assurance framework for experienced writers.
Actionable & Comprehensive: Covering everything from win themes to version control, this is the only tender checklist you'll ever need.

A visual representation of the comprehensive tender checklist

Phase 1: Pre-Submission Readiness (15 Points)

Bid/No-Bid Decision

[ ] 1. Is the opportunity a strategic fit?
[ ] 2. Do we have the resources to deliver?
[ ] 3. Can we meet all mandatory requirements?
[ ] 4. Do we have a competitive advantage?
[ ] 5. Is the potential ROI acceptable?

Document Control

[ ] 6. All tender documents downloaded and stored centrally.
[ ] 7. File naming conventions understood.
[ ] 8. Version control system in place.

Team & Kick-Off

[ ] 9. Tender team and roles assigned.
[ ] 10. Kick-off meeting scheduled and held.
[ ] 11. Tender timeline and milestones established.
[ ] 12. Clarification question deadline noted.
[ ] 13. Submission deadline confirmed in all time zones.
[ ] 14. All team members have access to required resources.
[ ] 15. Win themes and core strategy defined.

A project management board showing the tender timeline and milestones

Phase 2: Content Development (28 Points)

Structure & Formatting

[ ] 16. Response structure mirrors tender requirements.
[ ] 17. Consistent branding and formatting applied.
[ ] 18. Page/word limits for each section noted.
[ ] 19. All sections have clear, descriptive headings.
[ ] 20. Table of contents is accurate.

Executive Summary

[ ] 21. Clearly demonstrates understanding of the buyer's needs.
[ ] 22. Summarizes your solution and key benefits.
[ ] 23. Highlights your unique value proposition.
[ ] 24. Written last to reflect the final bid.

Core Response

[ ] 25. Every question answered directly and completely.
[ ] 26. Each claim is backed by specific evidence.
[ ] 27. Win themes are woven throughout the narrative.
[ ] 28. Benefits to the buyer are clearly articulated.
[ ] 29. STAR method (Situation, Task, Action, Result) used for examples.
[ ] 30. All technical specifications are accurate.
[ ] 31. Pricing is clear, complete, and matches requirements.
[ ] 32. CVs for all key personnel are included and formatted.
[ ] 33. Case studies are relevant and results-focused.
[ ] 34. All required policies (H&S, Environmental, etc.) are included.
[ ] 35. Social value proposition is strong and quantified.
[ ] 36. Implementation plan is realistic and detailed.
[ ] 37. Risk register and mitigation strategies are included.

Appendices & Supporting Documents

[ ] 38. All requested certificates are included and valid.
[ ] 39. Financial information is accurate and complete.
[ ] 40. All appendices are clearly labelled and referenced.
[ ] 41. File sizes are within specified limits.
[ ] 42. No unnecessary information has been included.
[ ] 43. All external links are functional.

A detailed view of a response section showing evidence-backed claims

Phase 3: Quality & Compliance Review (19 Points)

Internal Reviews

[ ] 44. Technical review completed for accuracy.
[ ] 45. Commercial review completed for viability.
[ ] 46. Editorial review completed for grammar and style.
[ ] 47. "Red Team" review completed for strategic weaknesses.
[ ] 48. All review feedback has been incorporated.
[ ] 49. Consistent tone of voice is used throughout.
[ ] 50. All numerical data is consistent across sections.

Compliance Checks

[ ] 51. Every single mandatory requirement is met.
[ ] 52. All forms are filled out completely.
[ ] 53. All required signatures have been obtained.
[ ] 54. Page/word counts are within limits.
[ ] 55. Document security/password requirements are met.
[ ] 56. No collusion or anti-competition statements are violated.
[ ] 57. All addenda have been acknowledged and addressed.
[ ] 58. Final bid is checked against this checklist.
[ ] 59. MyTender's AI compliance checker shows 100% pass rate.
[ ] 60. Final check for any accidental inclusion of competitor names.
[ ] 61. All placeholders (e.g., "[INSERT NAME]") have been removed.
[ ] 62. Final check on submission portal requirements.

A digital dashboard showing green checkmarks for all compliance points

Phase 4: Submission (11 Points)

Final Preparation

[ ] 63. Final versions of all files are saved and clearly named.
[ ] 64. Files are converted to the required format (e.g., PDF).
[ ] 65. All files are zipped into a single archive if required.
[ ] 66. A backup of the final submission is saved.

The Submission

[ ] 67. Logged into the submission portal in advance.
[ ] 68. Submission uploaded at least 2 hours before the deadline.
[ ] 69. All files have been successfully uploaded without error.
[ ] 70. Submission receipt or confirmation number is saved.
[ ] 71. Team is notified of successful submission.
[ ] 72. A calendar reminder is set for the award notification date.
[ ] 73. Tender documents are securely archived for future reference.

Using this checklist for every tender will dramatically improve your quality, consistency, and compliance, giving you the best possible chance of success. For automated peace of mind, MyTender's platform has this logic built-in, ensuring you never miss a step.