Why a word limit matters in a tender
Callie Tripodi, Tender Specialist (Sydney)
Keeping within a word limit can be difficult when tender writing, but it is important to remember that the word limit has been specified for a reason. As tender writers we’ve heard it all, “it’s only a guide, it’s fine if we go over” or “you can’t cut this down, the information is too important!”. We get it, especially when it comes to technical information provided by subject matter experts (SMEs). However, it is our job as tender consultants to ensure the bid is compliant and one way to do that is to honour the specified word limit.
The benefits of a word limit
It is imperative to adhere to the word limit when tendering, not only for compliance, but also to show evaluators who they will potentially work with. By adhering to the word limit, you demonstrate to evaluators that you can follow instructions and comply with requirements. This will reflect how you will comply with the contractual obligations after negotiations have been settled should you be successful during the tender process.
Changing your mindset when it comes to word limits can be a very powerful thing to do. As a tender writer, this is your chance to showcase your creativity in order to remain within the limit. Think of a different way you can say that particular sentence but still get your point across to the evaluators.
In addition, another benefit of a word limit is that it provides an indication of the length of response required. Once you are in the process of answering the “exam question” it is important to check how you are going in relation to the word count. If you are significantly under the limit, it is safe to assume that you haven’t met all points of the evaluation criteria, so there is potential to strengthen your response. Go back to the criteria, mark off each point that you’ve addressed in your response and see if you’ve missed anything. If you find all points have been addressed, consider which sections require further details to increase the strength of your response.
Keeping readers engaged
Word limits are an opportunity for writers to keep readers and evaluators engaged. Let’s say there is a 500-word limit to a particular tender question: while this may seem daunting, it forces you to work out what’s important so you can get straight to the point in your response and delete any irrelevant information.
One technique to help you stay within the word limits and keep readers engaged is to use simple language to convey your message. Evaluators will receive many responses with tender submissions, so it is important to state your point clearly, stick to the word limit and cut down on irrelevant information.
For further information on how to keep your readers engaged, read more here: Persuasive writing is the key to new opportunities.
We’ve previously discussed the importance of remaining compliant in bids, however there are some instances where the word limit is simply not enough to answer all parts of the evaluation criteria.
When this is the case, it is not uncommon to request a higher word count from the client via a Requestion for Information (RFI), as long as it is a reasonable request. We recommend you try to adhere to the current word limit until you receive a response for your request. Not all requests will be granted to it’s safe to assume yours won’t be until you hear otherwise.
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