Authoritative Writing in Bid Management

Fundamentals of Authoritative Writing in Bid Management

Authoritative writing is a really important tool in bid management. It sets the tone, builds trust, and shows expertise. Authoritative writing is clear, confident, and backed by facts - it's perfect for bid writing. It uses a formal tone and avoids fluff.

Good authoritative writing:

• Sticks to the point

• Uses active voice

• Provides evidence and examples

• Anticipates questions

Writers should use simple words and short sentences. They must check grammar and spelling. Jargon should be limited unless needed for the bid.

Tables and bullet points can make information easy to scan. Bold text can highlight key ideas. The goal is to make the writing easy to read and understand.

Importance in Bid Proposals

Authoritative writing in bidding and tendering shows the bidder knows their stuff! It builds trust with the client. It provides reassurance! These are both key elements of consistently scoring top marks.

Authoritative writing helps bids:

• Stand out from rivals

• Show expertise clearly

• Prove the bidder can do the job

• Answer client questions fully.

Authoritative Writing Examples

Authoritative writing conveys expertise, confidence, and credibility on a particular topic. When writing proposals and responding to tenders, it's important to use authoritative language to make a strong impact. Here are some examples contrasting authoritative vs. non-authoritative writing:

Authoritative: Our team has successfully completed over 50 similar projects in the past 5 years, consistently delivering on time and under budget.

Non-authoritative: We have worked on several projects related to this field, and we usually manage to complete them within the given timeframe and budget.

Authoritative: The proposed solution leverages our proprietary AI technology, which has been proven to increase efficiency by 25% and reduce errors by 35%.

Non-authoritative: Our solution will incorporate some AI components that we believe will help improve efficiency and minimise errors to a certain extent.

Authoritative: Our project manager, John Smith, holds PMP and PRINCE2 certifications and has over 15 years of experience leading successful projects in this industry.

Non-authoritative: John, our proposed project manager, has a good amount of experience working on projects in this industry and has some relevant certifications.

Which version do you believe in more?

The Role of Persuasive Language

Persuasive language is part of authoritative writing and helps sway decision-makers and highlights the strengths of a proposal.

Understanding Persuasive Techniques

Persuasive writing uses specific techniques to influence readers, or in this case, procurement evaluation panels. These include:

• Emotive language: Words that evoke feelings and create a connection
• Rhetorical questions: Prompts that engage readers and make them think
• Statistics and data: Numbers that back up claims and add credibility
• Social proof: Examples of others who have benefited from similar solutions. You might want to check out our testimonials, for example...

Writers should use these techniques carefully. The bid still needs to flow and answer the tender questions. Too much persuasion can come across as pushy or insincere.

Balancing Persuasion with Facts

While persuasion is important, it must be grounded in facts and this can often provide the key balance required. Bid writers should:

• Use accurate data and statistics
• Provide real-world examples and case studies
• Explain technical details in simple terms
• Avoid exaggeration or false promises

It's also very important to tailor your language to the audience, or the specific buyer you are responding to. Use the language they use in their procurement documents. Different sectors may respond better to different styles of persuasion. For example, government bids often require a more formal tone, while private sector bids might allow for more creative language.

Evidence-Based Writing

Evidence-based writing strengthens bid proposals by presenting facts and data to support claims. It builds credibility and trust with evaluators by showing concrete proof of capabilities and past performance.

Using Data Effectively

Bid writers should incorporate relevant statistics, metrics, and quantitative results to back up their arguments. This could include:

• Project completion rates

• Cost savings achieved

• Customer satisfaction scores

• Safety records

Tables and charts can visually display data in an easy-to-digest format. For example:

Using specific numbers and percentages adds credibility. Instead of saying "we saved money", state "we reduced costs by 15% on average".

Referencing Industry Standards

Citing recognised standards lends authority to bid proposals. Writers should reference relevant:

• ISO certifications

• Industry association guidelines

• Government regulations

• Academic research

For instance, "Our process aligns with ISO 9001:2015 quality management standards". Or "We follow the Project Management Institute's PMBOK Guide".

Mentioning compliance with standards reassures evaluators of a bidder's expertise and professionalism. It demonstrates awareness of industry requirements and commitment to quality.

Clarity in Technical Writing

Clear technical writing also shows authority and ensures that complex ideas are understood and proposals are practical. As bid management consultants, we work closely with our clients subject matter experts, to access this technical insight and turn it into content ready for the tender submission.

Explaining Complex Concepts

Technical writers must break down difficult ideas into simple parts. This makes them easier to grasp. Using examples helps readers connect new information to familiar concepts.

Analogies can be useful tools for explaining tricky topics. They compare complex ideas to everyday things people know well. This helps readers understand new concepts more quickly.

Visual aids like diagrams and charts can also make complex ideas clearer. They show relationships between different parts of a system or process at a glance.

Avoiding Jargon Overuse

Jargon can be a barrier to understanding. While some technical terms are needed, overuse can confuse readers. It's best to use plain language when possible.

When technical terms are necessary, define them clearly. This helps readers who might not be familiar with the jargon. A glossary can be a useful addition to longer documents.

It's important to consider the audience when deciding how much jargon to use. Experts might expect certain terms, while non-specialists need simpler language. Striking the right balance is key for effective communication - if you have a 'tender pack' or formal ITT, for example, which you are responding to simply mirror their language.

Revision Strategies

Effective revision or bid review strategies are crucial for creating polished and persuasive bid documents. These techniques help refine content, catch errors, and enhance overall quality.

Peer Reviews and Feedback Loops

Peer reviews involve getting team members to review each other's work to spot issues and suggest improvements. This process helps catch mistakes that the original writer might have missed.

Feedback loops involve multiple rounds of review and revision. After initial feedback, writers make changes and submit their work for another round of reviews. This iterative approach leads to steady improvements in the bid document.

To make peer reviews more effective, it's helpful to:

• Engage them at the start of the process and during storyboarding
• Use a checklist of key points to evaluate
• Set clear deadlines for each review round
• Assign specific sections to different reviewers
• Encourage constructive criticism

Final Editing and Proofreading

The last stage of revision focuses on fine-tuning the bid document. This step ensures that the proposal is error-free and presents a professional image.

Final editing involves:

• Checking for consistency in tone and style
• Verifying that all requirements are met
• Ensuring proper formatting and layout

Proofreading is the final check for:

• Spelling and grammar errors
• Punctuation mistakes
• Typos and formatting issues

It's best to have a fresh pair of eyes for this task. Someone who hasn't worked on the document can often spot errors more easily. Using tools like spell-checkers and grammar software can also help catch mistakes.

We provide this bid review service for many clients, adding value as well as ensuring compliance. Depending on the timescales we can also 'review & improve' the draft bid, which involves us working with your draft, developing it and returning a polished version. Quite often this requires us to collect further information from our customer.