Copy and paste: How it can lose you the bid

Callie Tripodi, Tender Specialist (Sydney)

We’ve all been there. Staring at the blank page as the tender due date creeps closer with only a few questions left to answer. Then the thought comes in:

‘I know, I’ll copy and paste information from a previous bid!’.

While this may sound like the best way forward, it could end up losing you the bid. Don’t get me wrong, using previous information can be incredibly helpful to form the start of your response, however you should refrain from direct copy and pasting.

Risks associated with a copy-and-paste approach

The bidding world is highly competitive so therefore it is important to ensure your message is clearly conveyed. One of the major downsides to copying and pasting previous information is that you risk not answering the ‘exam question’ while also missing key and relevant information.

There are several risks associated with direct copy and pasting:

• Not answering the question posed

• Missing key and relevant information

• Errors being copied over

• Irrelevant or generic information being placed, or

• Inconsistent voice.

Evaluators want to see how you address their questions and what solutions you can bring forward. A previous bid may have had a similar question answered which can be repurposed for the current tender and assist with your response, however it should not be used verbatim. If used word for word, you chance errors being copied over which weren’t previously noticed and are more likely to include irrelevant or generic information.

These errors could include:

• Spelling mistakes

• Outdated information, or

• Details of a previous client or bid, or

• Information that was bespoke for a different client!

Errors can also come in the form of graphics. If one has been made specifically for a previous bid, chances are it has been customised for that project. Re-use the same graphic without checking the details and you risk including some of the errors mentioned above.

Another reason for not simply copying and pasting previous information is you run the risk of having an inconsistent voice. Tender bid writing is a skill not only for the writing itself, but also for ensuring the bid submission employs a consistent voice throughout, even with various tender writers working on the same project. A clear and consistent voice is key for evaluators to seamlessly assess your tender response without any distractions.

Identifying and outlining your specific tender strategy could determine whether you win or lose the bid. By incorporating generic information, you miss the opportunity to demonstrate the strengths of your organisation while not fully meeting the evaluation criteria. Bids give companies the chance to be creative and showcase their knowledge within an industry that is ever changing. Stay on top of the change and give a new life to old information. There’s plenty you can do to elevate your tender response.

Make copy-and-paste work for you

Referring back to previous tender responses is never a negative thing, in fact it can provide some insight as to how you want to frame your current response. The key, when you start a new tender response, is to make sure you have a clear strategy statement for the project and key messages to convey to evaluators. By having this ready, it will assist with finding the right information from a previous tender to strengthen your argument. This will ensure the information is not generic or irrelevant but will assist with bringing the messaging together.

Finally, a crucial thing to remember when using previous information is making sure you proofread before submitting. There is a human aspect to tendering, which brings along an element of human error. A thorough proofread will ensure you clean up stray grammatical and spelling errors that could have been missed during the editing process of the previous submission.

The next time you’re staring at that blank page and wondering how you’re going to answer the difficult tender question, check out these helpful tips on how to improve your tender writing. For further tender writing and tender support services, please get in touch with the Tender Plus team here.