How to Read and Understand Tender Documentation

For many suppliers, tender documents can feel overwhelming. 

They are long, technical, and packed with requirements that seem designed to trip you up. Yet these documents are where buyers tell you exactly what they want, how they will evaluate you, and what you must provide to be considered.

Misreading or skimming over critical details is one of the most common reasons suppliers are disqualified—or end up submitting weaker bids than they should. 

The good news? With the right approach, tender documents become less intimidating and far more useful.

This guide breaks down how to read and understand tender documentation step by step, helping you move from confusion to clarity—and boosting your chances of winning.

1. The Core Documents You’ll Encounter

Tender packs vary, but most public buyers will provide a set of common documents. Knowing what they are—and what to look for—will save you time.

• Invitation to Tender (ITT) / Request for Proposal (RFP): The main document explaining the purpose of the tender, its scope, and how suppliers should respond.
  
  

• Specification / Statement of Requirements: A detailed description of the goods, works, or services required, often including performance standards.
  
  

• Selection Questionnaire (SQ) or ESPD: Focuses on compliance and eligibility, covering finances, insurances, policies, and past experience.
  
  

• Award Criteria and Scoring Guidance: Shows how your bid will be evaluated, including weighting between price, quality, social value, and other factors.
  
  

• Terms and Conditions: The legal framework you’ll be expected to accept if awarded the contract.
  
  

• Submission Instructions and Deadlines: Specifies format (e.g., electronic portal), file types, and the all-important deadline.

Each of these documents plays a different role, and together they tell you exactly how to qualify and compete effectively.

2. How to Approach a Tender Document Step by Step

Tender packs can run to hundreds of pages. The key is to approach them methodically.

1. First skim: Read through once at a high level to understand scope, structure, and timelines.
   
   

2. Second read: Highlight compliance items—mandatory criteria you must meet to be considered.
   
   

3. Third read: Focus on award criteria, marking where points will be scored.
   
   

4. Create a summary sheet: Extract key information into a working document that includes deadlines, compliance requirements, scoring breakdowns, and assigned responsibilities for your team.

By breaking the process into stages, you avoid overwhelm and ensure nothing important gets missed.

3. Spotting Compliance Requirements Early

Compliance items are non-negotiable. Miss one, and your bid may be rejected before it’s even read. Look for:

• Financial thresholds: Minimum turnover requirements.
  
  

• Insurances: Public liability, employers’ liability, or professional indemnity.
  
  

• Certifications: ISO standards, Cyber Essentials, environmental accreditations.
  
  

• Policies: ESG, diversity and inclusion, health and safety, data security.
  
  

• Deadlines and submission format: Late or incorrectly formatted bids are usually disqualified automatically.

Pro tip: As soon as you identify compliance requirements, check them against your company’s records. If you don’t meet a mandatory requirement, it may be best to walk away early and focus resources elsewhere.

4. Understanding Award Criteria and Scoring

Once you’ve confirmed you can meet the compliance requirements, focus on how you’ll be scored.

Most tenders use a weighted scoring system, such as 60% quality, 40% price. Within these categories, there may be sub-criteria: service delivery, risk management, innovation, sustainability, or social value.

Ask yourself:

• Where can we score the highest?
  
  

• Do we have strong evidence or case studies to support our answers?
  
  

• Can we offer added value in areas that matter most to the buyer?

Avoid generic, “one-size-fits-all” answers. Tailor each response to the specific criteria, using the buyer’s language where possible. If the scoring guide says “detailed process with examples,” make sure your answer includes exactly that.

5. The Role of Terms and Conditions

Terms and conditions (T&Cs) are often overlooked, but they can significantly affect risk and profitability.

Look carefully at:

• Payment terms: Will cash flow be manageable?
  
  

• Liability limits: Are they proportionate to the contract value?
  
  

• Penalties: What are the consequences of missed KPIs?
  
  

• Termination clauses: How much flexibility does the buyer have?

If any clauses raise red flags, involve your legal or finance team early. It’s much better to address concerns upfront than to win a contract you can’t deliver under the proposed terms.

6. Practical Tools and Techniques

Reading and understanding tender documentation is easier with the right tools and processes.

• Checklists: Create compliance and submission checklists to ensure no requirement is missed.
  
  

• Bid plan: Summarize evaluation criteria in a simple plan, assigning each response area to a responsible person.
  
  

• Collaboration tools: Use shared platforms to track progress and manage deadlines.
  
  

• Mercell Bidding: Centralizes documents, deadlines, and compliance checklists so your team can work together seamlessly without missing critical details.

These tools help you move from reactive reading to structured planning.

Clarity Leads to Confidence

Tender documentation can seem daunting, but it’s not meant to be a trap. It’s the buyer’s way of communicating what they need and how they’ll make their decision. 

By reading carefully, spotting compliance requirements early, understanding scoring, and involving the right people, you set yourself up for stronger, more competitive bids.

Remember: successful bidding starts long before you write your first response. It starts with understanding the documents in front of you.

With structured tools and support from platforms like Mercell, you can turn tender documentation from a barrier into a roadmap—one that leads directly to higher-quality bids and a better chance of winning.