Seven tips and techniques for bid proposal writing

bid proposal writing techniques dubai

What a client is looking for when reviewing your bid proposal for a new project isn’t rocket science. They want to know that you want the job – shown through the care and attention you’ve put into your bid submittal, and that you are right for the job – shown in the way you put forward your credentials. So, what are the key ways that you can lift your bid proposals over and above your competitors? Here are seven pointers:


1- Study the RFP

Make sure you’ve understood the work scope and you address all the points within your bid submission. Use references throughout your proposal to clauses within the RFP (request for proposal, also called an RFQ – request for quotation). Use phrases such as “we understand that as per Clause 3.1 of the RFP, we need to comply with (client name’s) health and safety requirements”. Then show how you’ll do it. Such references are a clever way to bring to the client’s attention that you have indeed read and understood the project requirements. It will also help to make sure you’ve costed for everything and could save you problems further down the line.


2- Don’t make your bid proposal look like a copy-paste exercise

This doesn’t mean you have to recreate everything. There will be elements you can draw from past proposals – your company profile, quality and health and safety processes for example. But you can still provide your personal touch. Making references to the RFP (as above) is one aspect. Also, use the client and project name throughout. These are simple but effective ways to make the client feel that you’ve made the effort to personalise your submission.


3- Make it benefits-driven

Keep this in mind all the way through the document. How are you going to solve the client’s problems and what benefits will you bring? How in the long-run will you make your client’s life easier or more sustainable? Are there any cost savings you can provide in the long-term? What differentiators can you bring over and above the project scope? In what areas will you go the extra mile?


4- Use practical and relevant examples

An excellent benefits-driven approach is to use practical case study examples. They don’t have to be long – instead of a dedicated ‘case study’ section, you could use text boxes throughout with short case study examples. These could be placed as ‘for instances’ where you’re talking about a specific part of the project scope – a very effective way to illustrate the point. But at the same time, they need to be relevant.


5- Use strong visuals

As well as using case studies creatively as text boxes, use other strong design elements to make your bid proposal readable and engaging. You can use pull-out quotes throughout as a way to include short 1-2 sentence client testimonials for example, or infographics to accentuate key facts or figures.


6- Be accurate

This is not just in the narrative you put forward, but also in the accuracy of your spelling and grammar. Proofread, proofread, proofread, or better still find an outside party to do it – we cannot express this more strongly. A sloppy bid proposal will read to the client that you’ll do a sloppy job. A well-presented and accurate proposal will immediately make you a safe pair of hands in the eyes of the client.


7- Do a compliance check before submittal

Make sure you have addressed every point. Prepare a compliance check table, cross referencing the clauses within the RFP and where you have addressed them. You could even include this within the bid submittal as a way of showing the client that you’ve read, understood and addressed each point.

To find out more about how THE BLACK AND WHITE GROUP can help you write and design your bid proposals, or proofread, sense check and edit an existing document, contact us on +971-50-4575469,, or visit our website –

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