The quality of a bid depends heavily on what goes into it. However experienced your freelance bid writer is, they can only work with the information, evidence and access you give them.
A good brief saves time, avoids rework and lets your writer focus on what they do best. Here's what to include, and how to set up the working relationship so the bid runs smoothly from the first day.
Start with the opportunity
Before anything else, your writer needs to understand what you're bidding for and why. Give them a short summary that covers:
- who the buyer is and what they're buying
- the contract value and length, if known
- why you've decided to bid, and what makes you a strong contender
- any history with the buyer, such as a current contract or a previous bid
This context shapes everything that follows. A bid to keep an existing contract calls for a different approach from a bid to win new business from an incumbent.
Share the full tender pack early
Send the complete set of tender documents as soon as you can. That includes the specification, the questions, the evaluation criteria and weightings, the instructions to bidders, any pricing schedules and any clarifications already published.
Your writer will read the evaluation criteria closely, because they tell you how each answer will be scored. They'll also check word limits, formatting rules and mandatory requirements, so nothing is lost on a technicality.
Be clear about deadlines
The submission deadline is only part of the picture. Tell your writer about your internal deadlines too, such as when drafts need to go to reviewers, when the board needs to sign off and when pricing will be finalised.
Give access to the people who know the detail
A bid writer brings structure, clarity and persuasion. Your subject experts bring the facts about how you'll deliver the service. The best responses combine the two.
Identify the people your writer will need to speak to, such as operations managers, technical leads, finance and HR, and make sure they've set time aside. Short, focused interviews are usually the most efficient way to gather information. A good writer will come prepared with specific questions and turn the answers into draft content.
Gather your evidence
Evaluators look for proof, not promises. Before the drafting starts, pull together the material that backs up your claims, for example:
- case studies and examples of similar work
- performance data and service levels you've achieved
- accreditations, certifications and policies
- CVs or profiles of key staff
- social value commitments and results from previous contracts
If some of this doesn't exist yet, your writer can tell you what's missing early, while there's still time to find or create it.
Say what you already have
Many organisations have previous submissions, boilerplate content or partial drafts. Share them. Even if they need significant work, they can save time and show your writer how you've described your services in the past.
Be honest about the quality of existing material, though. If old answers scored poorly, say so, and share the feedback if you have it. Evaluator feedback from previous bids is one of the most useful things you can give a writer.
Agree how reviews will work
Decide early who will review the drafts, at what stages and how comments will be gathered. Too many reviewers working in parallel can produce conflicting feedback and slow everything down.
A common approach is a structured review at the outline stage, a fuller review once the first drafts are complete and a final compliance check before submission. Whatever you choose, give your writer one person who can make decisions when opinions differ.
Confirm the scope and the cost
Finally, be clear about what you're asking your writer to do. Are they writing the whole bid or selected sections? Are they responsible for the executive summary, the quality questions or the social value response? Will they also edit and proofread content written by others?
A clear scope lets your writer give you an accurate quote and makes sure there are no surprises later. Freelance bid writing is usually charged by the day or as a fixed fee for a defined piece of work, and the cost should be agreed in writing before anything starts.
A short brief is better than none
If time is short, don't let the perfect brief hold things up. A summary of the opportunity, the deadline, your budget range and any existing material is enough for a first conversation. From there, a short scoping call will fill in the gaps.
That's exactly how we start at Just Bid Writers. Send us the details and we'll arrange a call, then put forward freelance bid writers who fit your sector and your deadline.