FeaturedFebruary 26, 20246 min read

Tender Writing Checklist: 73 Points Every Winning Bid Must Cover

The definitive tender writing checklist used by MyTender's AI to ensure 100% compliance and maximum scores. Never miss a critical element again with this comprehensive resource.

MyTender Team

AI Tender Experts

This comprehensive checklist is the exact framework MyTender's AI uses to ensure every tender achieves 100% compliance and maximum scoring potential. Save this resource and use it for every bid to dramatically improve your success rate.

Complete tender writing checklist visualization

Complete tender writing checklist visualization

How to Use This Checklist

  • ✅ Check off each item as you complete it
  • 🔄 Review multiple times throughout the process
  • 📌 Customize based on specific tender requirements
  • 🎯 Use MyTender's AI to automate the entire checklist

---

Pre-Tender Preparation (10 Points)

Pre-tender preparation workflow diagram

Pre-tender preparation workflow diagram

□ 1. Tender Opportunity Assessment

  • Confirm alignment with company capabilities
  • Verify you meet all mandatory criteria
  • Calculate resource requirements
  • Assess win probability

□ 2. Tender Document Download

  • Download all tender documents
  • Check for amendments/updates
  • Verify version numbers
  • Create backup copies

□ 3. Initial Review Completed

  • Read all documents thoroughly
  • Highlight key requirements
  • Note evaluation criteria
  • Identify submission deadline

□ 4. Clarification Questions Prepared

  • List all ambiguous points
  • Prepare specific questions
  • Submit before deadline
  • Track responses received

□ 5. Bid/No-Bid Decision Made

  • Complete assessment matrix
  • Get management approval
  • Allocate resources
  • Assign bid manager

□ 6. Tender Timeline Created

  • Work backwards from deadline
  • Include all milestones
  • Add buffer time
  • Share with team

□ 7. Team Assembled

  • Assign section owners
  • Clarify responsibilities
  • Schedule kick-off meeting
  • Set communication protocols

□ 8. Compliance Matrix Started

  • List all requirements
  • Map to tender sections
  • Assign page limits
  • Track mandatory items

□ 9. Win Themes Identified

  • Define 3-5 key messages
  • Align with buyer needs
  • Differentiate from competitors
  • Thread throughout response

□ 10. Resource Library Prepared

  • Gather case studies
  • Collect certifications
  • Update CVs
  • Prepare references

---

Understanding Requirements (8 Points)

Requirements analysis and mapping process

Requirements analysis and mapping process

□ 11. Scope Fully Understood

  • Services required clear
  • Deliverables defined
  • Performance metrics noted
  • Contract duration confirmed

□ 12. Technical Requirements Mapped

  • All specifications listed
  • Standards identified
  • Integration needs noted
  • Performance criteria clear

□ 13. Commercial Requirements Clear

  • Pricing structure understood
  • Payment terms noted
  • Penalty clauses reviewed
  • Insurance requirements confirmed

□ 14. Evaluation Criteria Analyzed

  • Scoring methodology clear
  • Weightings identified
  • Pass/fail elements noted
  • Subjective criteria understood

□ 15. Submission Requirements Confirmed

  • Format requirements (PDF, Word, etc.)
  • File size limitations
  • Naming conventions
  • Portal access tested
  • Terms and conditions read
  • Liability caps noted
  • IP ownership clear
  • Dispute resolution understood

□ 17. Quality Requirements Documented

  • Quality standards required
  • Certification needs
  • Audit requirements
  • KPIs defined

□ 18. Timeline Requirements Validated

  • Start date confirmed
  • Milestones identified
  • Critical paths noted
  • Flexibility assessed

---

Content Development (15 Points)

Content development stages and quality checks

Content development stages and quality checks

□ 19. Executive Summary Compelling

  • Captures attention immediately
  • Summarizes key benefits
  • Shows understanding
  • Includes win themes

□ 20. Solution Clearly Described

  • Addresses all requirements
  • Shows innovation
  • Demonstrates feasibility
  • Highlights benefits

□ 21. Methodology Detailed

  • Step-by-step approach
  • Proven processes shown
  • Risk mitigation included
  • Quality measures defined

□ 22. Team Structure Presented

  • Organization chart included
  • Key personnel highlighted
  • Roles clearly defined
  • Backup arrangements shown

□ 23. Experience Demonstrated

  • Relevant case studies included
  • Quantified results shown
  • Client testimonials added
  • Lessons learned highlighted

□ 24. Technical Approach Sound

  • Meets all specifications
  • Shows technical expertise
  • Includes diagrams/visuals
  • Addresses integration

□ 25. Commercial Proposal Competitive

  • Pricing clearly presented
  • Value for money shown
  • Options provided
  • Assumptions stated

□ 26. Implementation Plan Realistic

  • Detailed project plan
  • Resource allocation shown
  • Dependencies identified
  • Contingencies included

□ 27. Risk Management Comprehensive

  • All risks identified
  • Mitigation strategies clear
  • Ownership assigned
  • Monitoring approach defined

□ 28. Quality Assurance Robust

  • QA processes detailed
  • Standards referenced
  • Continuous improvement shown
  • Metrics defined

□ 29. Added Value Highlighted

  • Additional benefits clear
  • Innovation demonstrated
  • Cost savings identified
  • Partnership approach shown

□ 30. Social Value Addressed

  • Community benefits shown
  • Environmental approach clear
  • Diversity commitments made
  • Local content emphasized

□ 31. Transition Plan Included

  • Smooth handover assured
  • Minimal disruption promised
  • Knowledge transfer planned
  • Exit strategy defined

□ 32. Performance Management Clear

  • KPIs aligned with requirements
  • Reporting framework shown
  • Review processes defined
  • Improvement approach stated

□ 33. References Relevant

  • Similar projects referenced
  • Contact details provided
  • Permission obtained
  • Outcomes highlighted

---

Compliance Checks (12 Points)

Compliance verification matrix dashboard

Compliance verification matrix dashboard

□ 34. All Questions Answered

  • Every requirement addressed
  • No sections missed
  • Cross-references correct
  • Appendices complete

□ 35. Page Limits Respected

  • All sections within limits
  • Font size compliant
  • Margins correct
  • Excluded content noted

□ 36. Mandatory Items Included

  • All certificates attached
  • Insurances valid
  • Financial info provided
  • Declarations signed

□ 37. Pricing Complete

  • All items priced
  • Totals calculated correctly
  • VAT clearly shown
  • Currency confirmed

□ 38. Forms Completed

  • All forms filled
  • Signatures obtained
  • Dates correct
  • Company info accurate

□ 39. Evidence Provided

  • Claims substantiated
  • Proof attached
  • References verifiable
  • Data accurate
  • Terms accepted/noted
  • Deviations declared
  • Conflicts identified
  • Legal review complete

□ 41. Technical Compliance Verified

  • All specs addressed
  • Standards confirmed
  • Deviations explained
  • Alternatives proposed

□ 42. Formatting Requirements Met

  • Document structure correct
  • Numbering consistent
  • Headers/footers compliant
  • File formats correct

□ 43. Cross-References Checked

  • All references accurate
  • Links working
  • Page numbers correct
  • Appendix references valid

□ 44. Version Control Confirmed

  • Latest versions used
  • Track changes removed
  • Comments deleted
  • Final version clean

□ 45. Accessibility Compliant

  • Document readable
  • Alt text included
  • Color contrast adequate
  • Font size appropriate

---

Quality Assurance (10 Points)

Quality assurance review process

Quality assurance review process

□ 46. Content Quality High

  • Clear and concise
  • Jargon minimized
  • Benefits focused
  • Buyer language used

□ 47. Consistency Maintained

  • Terminology consistent
  • Formatting uniform
  • Messages aligned
  • Data matching

□ 48. Grammar and Spelling Perfect

  • Spell check completed
  • Grammar reviewed
  • Punctuation correct
  • Professional tone

□ 49. Visuals Effective

  • Charts clear
  • Diagrams labeled
  • Images quality high
  • Captions included

□ 50. Win Themes Present

  • Throughout document
  • In key sections
  • Consistently messaged
  • Clearly differentiated

□ 51. Evaluation Criteria Addressed

  • Each criterion covered
  • Evidence provided
  • Scoring optimized
  • Strengths emphasized

□ 52. Competitive Positioning Strong

  • Differentiators clear
  • Advantages highlighted
  • Weaknesses addressed
  • Value demonstrated

□ 53. Risk Areas Addressed

  • Concerns anticipated
  • Solutions provided
  • Confidence built
  • Mitigation shown

□ 54. Customer Focus Clear

  • Benefits emphasized
  • Outcomes focused
  • Partnership approach
  • Understanding demonstrated

□ 55. Call to Action Included

  • Next steps clear
  • Contact info provided
  • Enthusiasm shown
  • Commitment demonstrated

---

Final Review (8 Points)

Final review and approval workflow

Final review and approval workflow

□ 56. Senior Review Completed

  • Management sign-off
  • Technical approval
  • Commercial approval
  • Legal clearance

□ 57. Red Team Review Done

  • External perspective
  • Weaknesses identified
  • Improvements made
  • Scoring validated

□ 58. Proofreading Completed

  • Fresh eyes review
  • Read aloud check
  • Final spell check
  • Format review

□ 59. Compliance Double-Checked

  • Matrix updated
  • Requirements confirmed
  • Evidence verified
  • Mandatory items present

□ 60. Pricing Validated

  • Calculations checked
  • Rates confirmed
  • Totals verified
  • Assumptions clear

□ 61. Document Assembly Correct

  • Order confirmed
  • Pagination continuous
  • TOC updated
  • Appendices attached

□ 62. Print Quality Checked

  • Test print done
  • Colors correct
  • Readability confirmed
  • Binding appropriate

□ 63. Electronic Version Ready

  • Files combined correctly
  • Size within limits
  • Security settings correct
  • Naming convention followed

---

Submission Process (10 Points)

Tender submission process steps

Tender submission process steps

□ 64. Submission Plan Created

  • Deadline confirmed
  • Time zone verified
  • Buffer time included
  • Backup plan ready

□ 65. Portal Access Confirmed

  • Login credentials work
  • Upload tested
  • File limits checked
  • Support contact known

□ 66. Files Prepared

  • Correct formats
  • Within size limits
  • Named correctly
  • Virus scanned

□ 67. Submission Checklist Ready

  • All documents listed
  • Order confirmed
  • Versions final
  • Copies made

□ 68. Team Briefed

  • Responsibilities clear
  • Timeline confirmed
  • Contact info shared
  • Contingencies planned

□ 69. Test Submission Done

  • Process understood
  • Time required known
  • Issues identified
  • Solutions ready

□ 70. Final Approval Obtained

  • Sign-offs complete
  • Authority confirmed
  • Changes locked
  • Team aligned

□ 71. Submission Completed

  • All files uploaded
  • Receipt obtained
  • Confirmation saved
  • Team notified

□ 72. Post-Submission Tasks

  • Confirmation filed
  • Team thanked
  • Lessons captured
  • Files archived

□ 73. Presentation Prepared

  • If required
  • Team selected
  • Materials ready
  • Key messages aligned

---

The MyTender Advantage

MyTender automation dashboard showing checklist completion

MyTender automation dashboard showing checklist completion

This comprehensive 73-point checklist typically takes 40-80 hours to complete manually. MyTender's AI automates this entire process, ensuring:

✅ 100% Compliance

Every single checkpoint is automatically verified and completed by our AI, eliminating human error and ensuring nothing is missed.

⚡ 90% Time Savings

What takes days manually is completed in hours, freeing your team to focus on strategy and relationship building.

🎯 45% Higher Win Rates

By following this checklist perfectly every time, MyTender users consistently achieve industry-leading win rates.

🔄 Continuous Improvement

Our AI learns from every tender, automatically updating and improving the checklist based on winning patterns.

Download This Checklist

Want a PDF version of this checklist? MyTender users can download customizable versions tailored to their industry and tender types.

Transform Your Tender Success

Don't manually work through this checklist for every tender. Let MyTender's AI handle it automatically while you focus on winning strategies.

Ready to automate your tender success? Book a demo with MyTender and see how our AI completes this entire checklist in minutes, not days.

Remember: In tender writing, consistency and completeness win contracts. This checklist ensures both, every time.

Tags

ChecklistResourcesBest PracticesTemplates

Ready to Transform Your Tender Writing?

See how MyTender's AI can help you write winning tenders in a fraction of the time.

More from MyTender Blog