How to answer tender questions so they score full marks

Most of the marks in a government IT tender sit in its quality questions: "Describe your approach to data migration", "How will you ensure the service is accessible?", "Explain your approach to knowledge transfer." The way you structure each answer makes a large difference to your score.

The four-part answer

Use this for every scored question.

1. Commit. One or two sentences that directly answer the question. "We will migrate all case records in three tested rehearsals before go-live, so that no data is lost and staff can work on the new system from day one."
2. Explain how. The steps, roles, tools and timing. Use numbered lists for processes.
3. Prove it. Evidence from real work: a client, a number, a result. "We used the same approach for a provincial ministry in 2024, moving 1.2 million records with zero data loss."
4. Show the benefit. What it means for the buyer. "This keeps service to the public running during the switch-over."

Cover every part

Questions often have several parts hidden in one sentence: "Describe your approach to testing, including accessibility, performance and security testing, and how you will involve users." That is five things to answer. Break the question down, and use a sub-heading for each part so evaluators can tick them off.

Use their words

If the question says "service transition", say "service transition", not "onboarding". Evaluators work from a checklist, and if they can't see the word they are looking for, they may not give the mark.

Manage the word limit

• Write the answer, then cut it to the limit. Cutting improves writing.
• Spend words on how and evidence, not on introductions.
• Check whether tables, diagrams and headings count toward the limit.
• Never go over. Extra words may be cut off or ignored.

Before and after

Before: "We take security extremely seriously and follow industry best practices to keep our clients' data safe at all times."

After: "We will protect the Ministry's data in three ways. All data stays in Canadian Azure regions. Access is through single sign-on with multi-factor authentication, reviewed monthly. Our ISO 27001 certified processes, audited annually since 2022, cover incident response, with a commitment to notify the Ministry within 24 hours of any suspected breach."

Common questions

Should I repeat information across tender answers?

Yes, if each question is scored on its own. Evaluators may score questions separately, sometimes different people for different questions, so each answer should stand alone.

Can I refer evaluators to an appendix?

Only if the tender allows it. Many buyers score only what is in the answer box, and appendices may not be read.

How do I write about something we haven't done before?

Be honest, show the closest related experience, explain how you would approach it, and name the people or partners who have done it. See teaming agreements and joint bids.