The tender submission checklist (41 checks before you hit submit)

Use this on the last day of every bid. Print it, or copy it into your bid tracker. It takes about an hour and is the cheapest insurance you'll ever buy.

Compliance

• Every mandatory requirement is met, with the evidence attached.
• Every row in the compliance matrix is marked done.
• Every addendum and clarification answer has been read and reflected.
• Any addendum acknowledgement form is signed and included.
• Certificates (ISO, Cyber Essentials, insurance) are current and won't expire before the award.
• Any required registrations, such as on the portal or with the supplier list, are complete.

Content

• Every scored question is answered, in the order it was asked.
• Every part of every multi-part question is covered.
• Answers use the buyer's words and terms.
• Every answer is within its word or page limit.
• Case studies are relevant and references have agreed to be contacted.
• Named team members are available and CVs are current.
• The executive summary matches the rest of the bid.
• No other buyer's name is left in from a reused answer. Search for it.
• Spelling, grammar and the buyer's name are correct throughout.

Forms and declarations

• Every form is filled in, with no blank fields.
• Every signature is from someone with authority to sign.
• Conflict of interest and exclusion declarations are complete.
• Subcontractor or partner details are included if required.

Pricing

• The pricing form is completed in the buyer's format.
• Prices match everywhere they appear.
• Taxes are shown as the buyer asked, included or excluded.
• All assumptions are stated, if allowed.
• Price appears only where it's allowed. Some tenders reject bids that mention price in the technical response.
• Arithmetic is checked by a second person.

Files

• Files are in the format requested, such as PDF or Excel.
• Files are named as instructed.
• File sizes are within the portal's limit.
• PDFs open, are searchable and are not password protected unless asked.
• Spreadsheets have no hidden sheets or formulas the buyer shouldn't see.
• Track changes and comments are removed.
• Document properties don't show another client's name.

The portal

• You are registered and can log in.
• You upload at least a day before the deadline, not an hour before.
• Every file is attached to the right section.
• You pressed the final submit button, not just saved a draft.
• You received a confirmation email or receipt, and saved it.
• The deadline time zone is the buyer's, not yours.

After you submit

• Note the date the buyer expects to decide.
• Save a full copy of what you submitted.
• Book a debrief once the result is known, win or lose.

Common questions

What happens if I submit a tender late?

In almost all public tenders, late bids are rejected without being opened. Some portals close automatically at the deadline.

Can I change my bid after submitting?

Many portals let you withdraw and resubmit before the deadline. After the deadline, you usually can't make changes, though the buyer may ask you to clarify.

What's the most common reason bids are rejected?

Missing mandatory requirements or forms, and late submission. Both are avoidable with a checklist.