A tender is a formal written proposal for completing a specific job as is requested by another company or Government Organization that is receiving the proposal. Basically, a company that needs services or goods supplied to them sends out a request for tender (or RFT), (in Botswana this is most commonly referred to as Notice of Tender (NoT)) and interested companies place their bid, or tender, in order to get the job.
Writing a tender can be a lengthy and tedious process. All the relevant issues must be covered in order as they appear on the RFT/NoT. The tender must be written in a clear and organized fashion that also reflects a company’s professionalism.
But why go through the trouble of writing a tender? Why not just have a simple understanding of the job specifics?
The answer is because that is a good way to lead to a misunderstanding. A tender is like a contract in that it lays out in writing exactly what a company or business will do to complete the job. Also, when it comes to financial matters, the company that issued the RFT/NoT will want to compare prices from all the different bids. However you write a tender proposal, it must contain three main documents; the quotation, terms and conditions, and a letter of agreement.
The offer or bid would be a response to meeting the specifications and conditions stipulated in the tender document. More importantly, the bid should be how and why an organization or party should be awarded the contract or job. It must be borne in mind, that the bid usually takes place in a very competitive business environment. Therefore, the written bid must be prepared in a careful and thoughtful manner. We recommend the following format.