As we always say, most tenders aren’t lost on pricing. They’re lost on details… small mistakes that disqualify bids before they’re even reviewed.
We’ve seen SMEs submit strong proposals with great solutions, only to miss a deadline, upload the wrong file, or forget a required form. And just like that, they’re out of the running.
Tendering is competitive, but it’s also very procedural. If you know what to look out for, you can avoid the most common traps that cost businesses time, energy, and credibility.
In this short guide, we’ll break down 10 mistakes that sink bids (even good ones) — and how your team can avoid them without adding more complexity.
Let’s start with the easiest one to fix and one of the most common reasons bids are rejected instantly.
1. Bidding without checking eligibility
Some tenders look perfect… until you realise you don’t meet a key requirement.
It could be:
- A minimum turnover threshold
- Specific licenses or certifications
- Local office presence
- Prior experience in a certain sector
Miss just one and you’re out. No exceptions.
So, before you even think about writing, scan the eligibility criteria. If you’re missing something mandatory, skip the bid and move on.
2. Missing or incorrect documents
You’d be surprised how many bids are disqualified for things like:
- A missing signature
- An expired insurance certificate
- Uploading a .docx instead of a PDF
- Forgetting a mandatory declaration form
Public buyers don’t chase you for missing files. They reject the bid and move on.
Tip: Build a standard document pack with all your key forms, certificates, and templates, and keep it updated. Before submission, double-check the checklist in the tender docs.
3. Writing without understanding how you’ll be scored
You can write a detailed, well-written bid and still lose, if you don’t match what the buyer is actually scoring.
Most tenders use a scoring matrix with weightings like:
- 40% price
- 30% technical approach
- 20% delivery plan
- 10% sustainability
If your proposal doesn’t clearly answer those sections, you’re not getting the points — even if your offer is solid.
Find the evaluation criteria in the tender documents (they’re often buried). Structure your bid to match them section by section.
4. Reusing generic or irrelevant content
It’s tempting to recycle a bid you wrote last month. But if you don’t tailor it to the current buyer, criteria, and context… it shows.
Buyers can tell when:
- You’ve reused content that doesn’t fully match
- The tone is off
- You’ve included irrelevant case studies or answers
It makes your bid look rushed even if your solution is a great fit.
Reuse smartly. Use past answers as a base, but always adapt them. Update your examples. Match the buyer’s language and priorities.
5. Underestimating the submission process
Writing the bid is one thing. Submitting it is another.
We’ve seen great bids fail because of:
- Late uploads
- File size issues
- Incorrect naming formats
- Uploading to the wrong portal
And once the deadline passes… that’s it. No exceptions, no second chances.
Always aim to submit at least 24 hours early. Test the portal. Follow naming conventions exactly. And never assume the upload will “just work.”
6. Pricing too low, without a strategy
Many SMEs try to win tenders by undercutting the competition. But bidding too low can actually work against you.
Buyers may see:
- A risk of underperformance
- A lack of understanding of project scope
- Financial instability
And in MEAT-based scoring, low price is only part of the equation.
Price realistically. If you go low, explain how you’ll maintain quality. Better yet, show the total value you bring — not just the cost.
7. Ignoring Q&A windows or buyer clarifications
Most tenders include a window where suppliers can submit questions — and buyers often post clarifications or changes during this time.
If you’re not checking regularly, you could miss:
- Updates to deadlines
- Adjusted requirements
- Clarifications that affect how your bid should be written
Always check the Q&A section before final submission. Set a reminder to review new buyer responses. They might just change your strategy.
8. Chasing every tender
We get it — when you’re trying to grow, it’s tempting to apply for every opportunity that looks even slightly relevant.
But more bids ≠ more wins. It often leads to:
- Burnout
- Poorly tailored proposals
- Low win rates
Quantity kills quality, especially for small teams.
Only bid on tenders where you meet the key requirements, have relevant experience, and can realistically deliver. The best SMEs win more by bidding on less.
9. Skipping the post-bid review
You submit the bid. You wait. Maybe you win, maybe you don’t, and then it’s on to the next one.
But without a proper review process, you’ll never know:
- Why you lost
- What scored well
- What to improve next time
Every bid should end with a quick debrief. If you lose, request feedback (most public buyers will provide it). If you win, capture what worked.
Over time, this builds internal knowledge and better bids.
10. No centralized system for bidding
When tenders, documents, deadlines, and tasks live in different inboxes, folders, and people’s heads, things get missed. Fast.
This leads to:
- Late submissions
- Lost files
- Confused teams
- Bids built in chaos
Use one system to track:
- Tender opportunities
- Required documents
- Team responsibilities
- Deadlines and submission status
Whether it’s a simple shared folder or a platform like Tendify, centralising your process helps your team move faster, and win more consistently.
Most mistakes are avoidable, if you slow down
Tenders aren’t won with the fastest bid. They’re won with the most complete, most relevant, and most carefully prepared one.
Most SMEs don’t lose because they can’t compete. Tthey lose because they’re rushed, disorganised, or spread too thin. The good news? Almost every mistake on this list is fixable.
With a little structure, some planning, and the right tools in place, you can stop guessing and start bidding with confidence.
