How to Write Quality Answers That Score Well in Tenders
Most public contracts are won on quality as well as price. The firms that score well are rarely the best writers; they answer exactly the question asked, follow the buyer's scoring guide point by point, and back every promise with evidence. This guide sets out a method you can use on every bid.
Key points
- Read the evaluation criteria and scoring scale before you write a word.
- Answer every part of the question, in the order the buyer asks it.
- Prove claims with specific evidence: named contracts, numbers, procedures, people.
- Stay inside the word or page limit; anything beyond it may not be read.
- Ask clarification questions early, and check the whole bid against the instructions before you submit.
How quality questions are scored
Every tender sets out how it will be evaluated. Typically you will see:
- a price and quality split, for example 60% quality and 40% price, sometimes with social value as a separate element;
- a weighting for each question, so a question worth 20% deserves far more effort than one worth 5%;
- a scoring scale, often 0 to 5 or 0 to 10, with a written description of what each score means.
A common pattern for a 0 to 5 scale looks like this. The exact wording varies by buyer, so always use theirs.
| Score | What evaluators usually look for |
|---|---|
| 5 | Fully meets every requirement, with detailed, relevant evidence and added value |
| 4 | Meets all requirements with good evidence, minor gaps only |
| 3 | Meets most requirements, some detail or evidence missing |
| 2 | Partly meets the requirements, significant gaps |
| 1 | Barely addresses the question |
| 0 | No answer, or not relevant |
Some tenders set a minimum score on key questions; fall below it and the bid is out regardless of price. Look for phrases like "a score of 2 or below will result in exclusion".
Step 1: Take the question apart
Copy the question into a working document and split it into its parts. A question such as "Describe how you will maintain cleaning standards across all sites, including weekends and holidays, and how you will report to the buyer" has at least three parts: maintaining standards, weekend and holiday cover, and reporting.
Then find the matching part of the specification and any scoring guidance for that question. Many buyers list what a top-scoring answer should cover. Those points become your headings.
Step 2: Plan before you write
For each part of the question, note:
- what you will do (the method);
- who will do it (named roles, qualifications, numbers of staff);
- how you will prove it (a past contract, a procedure, a KPI, a certificate);
- what the buyer gets (the outcome, in their terms).
If you cannot fill in the "prove it" column for a point, either find the evidence or do not promise it.
Step 3: Write the answer
Good quality answers share a few habits:
- Mirror the question. Use the buyer's words and order as headings, so an evaluator can tick each requirement off.
- Be specific. "A named supervisor visits each site twice a week and completes a photo checklist" scores better than "we have robust quality procedures".
- Use evidence. Give a short example from a similar contract: who it was for, what you did, and a measurable result. Use real numbers you can stand behind.
- Focus on this contract. Mention the buyer's sites, users and risks from the specification, not a generic description of your company.
- Keep it readable. Short paragraphs, plain English, and bullet points where they help. Evaluators read many bids.
Avoid unsupported superlatives ("industry-leading", "best in class") and promises you cannot keep. If you win, what you wrote usually becomes part of the contract.
Step 4: Respect the limits
Word, character and page limits are strict. Text beyond the limit may simply not be read, and some buyers disqualify answers that break formatting rules. Check whether the limit includes headings, tables and appendices, and whether you may attach documents at all.
Step 5: Ask clarification questions
If anything in the documents is unclear, ask through the portal before the clarification deadline. Answers are usually shared with all bidders, so phrase questions neutrally. Common useful questions: current service levels or spend, site lists, TUPE information, and how a particular question will be scored.
Step 6: Check before you submit
Run a final check against the instructions, not against your memory:
- every question answered, every part of every question covered;
- word limits respected;
- every required document attached, signed and in the right format;
- prices entered exactly as the pricing schedule asks;
- declarations completed accurately;
- submitted on the portal, not by email, well before the deadline (portals can be slow on the last day).
Building a bid library
Firms that bid regularly keep a library: method statements, policies, case studies, CVs, certificates and past answers. Each new bid then starts from proven material instead of a blank page. BidTrowel's drafting tool (in early access) works the same way: you upload your documents once, and it drafts answers only from them, showing the source of each point and flagging gaps for you to fill.
After the result
Whether you win or lose, ask for feedback. Under the Procurement Act 2023 buyers publish award information and, on most above-threshold contracts, must give each bidder whose tender was assessed an assessment summary. Use the scores to improve your library for the next bid.
Ready for the next one? Browse open contracts for your trade, or get a free weekly shortlist matched to your firm: get free alerts. For where contracts are advertised, see how to find public sector contracts.
Sources
- GOV.UK: Procurement Act 2023 guidance documents (checked 19 October 2026)
- Cabinet Office: guidance on below-threshold contracts (checked 19 October 2026)
- GOV.UK: PPN 002, social value in the award of central government contracts (checked 19 October 2026)