Winning work through a contract bid can be a real game-changer for a business. Whether it’s a government tender, a private-sector project, or a subcontracting opportunity, securing that contract can bring in steady income, boost your reputation, and open the door to future work.

But here’s the catch: you’re rarely the only one bidding. Your proposal is going up against others who may have more experience, a bigger team, or a longer client list. So, how do you make sure your bid doesn’t just get read — but stands out for all the right reasons?

The key is writing a bid that’s not only competitive but also crystal clear about why you’re the right choice.

1. Understand the Opportunity Inside Out

Before you even start writing, take time to read the contract documents in detail. This might sound obvious, but you’d be surprised how many bidders skim through and miss crucial requirements.

Look for:

• Scope of work – What exactly is being asked for?

• Deliverables – What will you need to provide and by when?

• Evaluation criteria – How will bids be scored? Price, quality, timescale?

• Mandatory requirements – Specific qualifications, insurance, or certifications you must have.

Make notes, highlight key points, and if anything is unclear, don’t be afraid to ask the buyer for clarification before the submission deadline. Knowing exactly what’s needed sets you up to tailor your bid perfectly.

2. Do Your Research on the Buyer

Every organisation has its own priorities, style, and expectations. If you can show that you understand the buyer’s values and goals, you’re already one step ahead.

Look at their website, recent projects, press releases, and social media. Are they focused on innovation? Cost savings? Sustainability? Community impact? These insights can help you frame your bid so it speaks directly to what matters most to them.

3. Follow the Instructions to the Letter

This is one of the simplest yet most important parts of writing a successful bid: follow the format and submission requirements exactly as they’re set out.

If they ask for answers in a specific order, give them in that order. If they want a PDF, don’t send a Word document. If there’s a word limit, stick to it.

Procurement teams often reject bids outright for failing to follow instructions — even if the content is excellent. Don’t give them a reason to put yours in the “no” pile before it’s even been read properly.

4. Sell Your Value, Not Just Your Services

A common mistake in bids is focusing only on what you do, rather than why it matters to the buyer. For example, instead of saying: “We offer IT support services including helpdesk support, system monitoring, and troubleshooting.”

Frame it like this: “Our IT support keeps your systems running smoothly, reducing downtime and saving your staff time so they can focus on core tasks. We respond to 95% of helpdesk requests within one hour.”

One tells them the service; the other shows them the benefit.

5. Use Evidence and Examples

Anyone can say they’re the best. What buyers want is proof. That means backing up your claims with:

• Case studies from similar projects.

• Testimonials from past clients.

• Relevant performance statistics (response times, quality ratings, cost savings delivered).

• Awards or industry recognition.

Concrete evidence makes your bid more credible and memorable.

6. Be Clear on Pricing

Price is rarely the only deciding factor, but it’s always important. Be transparent, detailed, and realistic. If the buyer has asked for a specific pricing format, use it.

Break down costs so they can see exactly what they’re paying for. This helps build trust and makes it easier for them to compare your offer fairly against others.

Avoid underpricing just to win the work — if you can’t deliver profitably at that price, it will cause problems later.

7. Keep It Professional but Personable

Bids don’t need to be dry or overly formal. Yes, they should be professional, but they should also sound like they were written by real people who care about the project.

Avoid jargon where possible, use plain English, and make sure your enthusiasm for the work comes through. A bid that’s easy to read and has a genuine tone is more engaging for the person reviewing it — and that matters when they might be reading dozens in a row.

8. Make It Easy to Navigate

A good bid isn’t just about what you write; it’s about how it’s presented. Use headings, bullet points, and short paragraphs to make information easy to find.

If the buyer can quickly locate the answers to their questions, they’re more likely to score you highly. Long, dense blocks of text can hide your best points and make the whole bid feel harder to read.

9. Highlight Your Unique Selling Points (USPs)

What makes you different from the competition? Maybe it’s your years of niche experience, your lightning-fast turnaround times, your eco-friendly approach, or your exceptional customer service.

Don’t just mention these points once — weave them throughout your bid so they stick in the reader’s mind.

10. Proofread (Then Proofread Again)

Spelling mistakes, grammar errors, and formatting issues might seem minor, but they can make your bid feel rushed or careless. That’s not the impression you want to give when you’re asking someone to trust you with a contract.

Get at least one other person to read your bid before you submit it. They might spot unclear sections, missing information, or small errors you’ve overlooked.

11. Submit Early

Leaving a bid until the last minute is risky. Technical issues, slow uploads, or forgotten documents can cost you the opportunity entirely. Aim to have your bid ready at least a day before the deadline so you can submit calmly and confidently.

The Bottom Line

Writing an effective bid is about more than just filling in the blanks. It’s about showing the buyer that you understand their needs, that you have the skills and experience to deliver, and that you’ll provide real value.

Do your research, follow the instructions, be clear and evidence-based, and present your offer in a way that’s both professional and easy to read. If you can do all that, you’ll not only increase your chances of winning the contract — you’ll also build a stronger reputation for future opportunities.

In a competitive bidding process, your proposal is your voice. Make it clear, make it confident, and make it count.