If there is one piece of advice I give to every single tender client without fail in relation to attachments, it’s this: don’t leave collating necessary attachments until the last minute. It’s incredibly stressful to be 24 hours out from a tender deadline and to be scrambling to find the attachments you need for your submission.

Right at the beginning of the process, take note of what attachments you’re going to need. That way, they’re never an afterthought as they really should be treated as a key part of the entire process. After all, these attachments are documents or information your business provides in your tender response to substantiate your application and add value to your submission. Keep in mind, an attachment should never act as an answer: it merely supports a contention you’re making within your submission.

When organising your submission, list the attachments in the Table of Contents and give each attachment a title. You’ll want to place them in the Proposal Document in order of their importance.

Let’s take a look at a few of the more common documents requested in tenders:

Relevant certificates

The certificates requested will depend on the nature of the goods/services in question. Certificates may include Workers Compensation, Public Liability Insurance, Professional Indemnity Insurance and so on. Attaching these certificates to your submission is often essential to many tenders and if you fail to do so, it can be a deal breaker. Always read the tender requirements very carefully because your organisation may be asked for more details in addition to the certificates. Of course, not all businesses have or need certain insurance certificates so you really need to be mindful of your company’s unique circumstances.

CVs

For most selection panels, CVs are the easiest way for the panel to analyse the personnel who will be involved if a company is successful with their tender bid. Make life easier for the panel by presenting CVs in an easy to read format that makes it clear who people within the organisation are and who will be performing which tasks. You’ll also want to be selective in terms of which CVs are included – there is no need to include every current employee’s CV if they’re not going to be involved in the project in question.

Financials

The value for money on offer is the most important aspect of any tender submission. So it’s important to have a good think about how you’re presenting any necessary financials. Are they easy to understand and 100 per cent accurate? Always be as transparent as possible when it comes to financials and remember, it’s not simply a case of the cheapest price point always emerging as the winner. Throughout your application, you need to be showcasing the value for money on offer at every step of the way.

Some other relevant attachments might include:

  • Diagrams and maps
  • Registration details
  • Glossary of terms
  • Materials list
  • Photographic evidence of results achieved
  • Press clippings
  • Testimonial letters
  • White papers
  • Project plans
  • Organisational chart
  • FAQs

If you’re new to the tender space, it can feel incredibly daunting to read about all of the attachments required as part of your submission. However, with adequate planning and after your first tender application, you’ll adapt accordingly and find that you have a lot of the documents on-hand for future tender submissions.

Need help with your next tender application? I’m happy to admit that I am one of those rare people who absolutely loves tenders and keeping at the forefront of the industry. So if you’re confused, feeling overwhelmed or would like some guidance or personalised support, let’s organise a time to chat.

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