Clever within constraints: creating visually impactful and readable tenders and proposals – even when you’re restricted by the RFT
Creating standout and professional looking proposals and tenders can be challenging, especially when you're constrained by strict Request for Tender (RFT) requirements.
For many bids you are restricted by page, word or character limits or otherwise are dealing with a spreadsheet-only, restrictive series of forms, or an online portal that renders all of your responses into squished plain text.
However, some of these seemingly restrictive form based RFTs do allow for some clever strategies to enhance your submissions ‘look and feel’ and readability to make a winning impression on evaluators.
Here are our top tips to help you improve the visual impact of your proposals, even when faced with limitations.
NB if the RFT or RFP strictly forbids any amendments or deviations to the form, template or schedules to be completed you should abide by that.
These tips are for those RFTs with more ambiguous requirements that do not strictly specify all formatting.
1. Save space with clever with font choices
When the RFT mandates a specific font size (such as use size 10pt or 11pt font only) but doesn’t specify the actual font type to be used, consider using a 'narrow' version of your standard brand font.
For example, switch from Arial to Arial Narrow.
This simple change can create a surprising amount of extra page space, allowing you to include more valuable content per page without breaking the rules.
2. Save more space with narrow margins and dual column layouts
A simple fix in MS Word is to opt for narrower page margins in your Page Layout to maximise the use of available space.
You can pair this with a further space saver in MS Word by using a dual column page layout which will present information more compactly, again allowing you to fit an extra paragraph or two without blowing out your page count.
3. Embrace concise writing
Effective editing for word, character and page limited bids is essential for compliance.
Usually you won’t be able to get the tightest possible response in your first draft where you may still be formulating and working out your offer.
A quick way to edit for conciseness (when you are on draft 2 or 3) is to focus on removing redundant words and phrases to avoid widows and orphans—single lines of text left alone at the top or bottom of a page that can push you over the limit.
Example: Remove unnecessary definite articles ("the") or tighten up redundant or vague phrases (‘a number of’) to claw back extra lines and ensure your text fits neatly on a page.
Before:
The firm’s team of experts is ready to provide the best service possible. Client Name can expect a detailed and thorough approach that leverages our expertise. We do this utilising a number of proven approaches.
After:
Our experts are ready to provide the detailed and thorough service Client Name is seeking through our 3 proven approaches.
4. Other space saving formatting tips
Use bullet points, tables, and helpful headings to cut back on slabs of text and enhance readability.
Assuming they are allowed in your RFT bullet points, tables and headings and subheadings can highlight key points and present data clearly without taking up too much space or transgressing word or character limits.
Bullet points: Condense information into easily digestible points.
Tables: Structure information efficiently to save space and improve clarity.
Headers and subheaders: Use clear, distinct headers and subheaders to break up text and act as a friendly guide for evaluators wading through your submission.
5. Replace text with visuals – show don’t tell
Graphics can enhance the visual impact of your proposal and save space by conveying information succinctly.
If permitted consider developing:
Infographics: Simplify complex information and enhance understanding especially of complex concepts or multi-stage processes.
Charts: Present data visually to save space and improve readability – show a process rather than spending reams of text describing the steps. For example, this chart compares reading comprehension for data presented as a graph, text, or a table - a graph is the fastest to comprehend in 7.45 seconds!
Icons: Use icons to replace repetitive text and sign post important points.
6. Dealing with plain text in etender platforms
When you are drafting ‘core’ bid responses offline in a Word document that will eventually be pasted directly into an etender platform or portal, there is no point ‘formatting’ your text as most procurement portals will ‘strip’ or ‘de-format’ text into plain text.
Carefully applied bullets, paragraph breaks, and line spacing also can disappear, making things appear as a HUGE, dense, unreadable ‘slab’.
Once you take your bid response text directly into the e-procurement system, your text will go from nicely formatted to a deformatted plain text squish:
IT LOOKS HIDEOUS! It sure does. It’s also really hard to read.
Increasing the ‘readability’ of your wordier responses even without the usual formatting tools ‘rich’ text or Word provides is possible.
Workarounds to improve plain text formatting include:
USING CAPITALS TO INDICATE HEADINGS / SUBHEADINGS
Consider going old-school and using two spaces following a full stop to increase the ‘white space’ and reduce the denseness of the text.
Use em/en dashes (i.e., - or –) or asterisks (*) to indicate bullets with a space after your dash or asterisk.
If you are not character and/or spaces limited to indicate a new ‘paragraph’ (and break up slabs of text) do HARD returns at the end of a paragraph (i.e., hit ENTER x 2 – 3 times). This will manually add lines to artificially add the space Word would normally handle.
For items that need to ‘bunch’ together like bullets, use SOFT returns (SHIFT + ENTER) at the end of the line.
By applying these tips, where your RFT allows, you can create more elevated looking proposals and tenders that stand out, even within the constraints of strict RFT requirements.
From clever font choices to strategic formatting and concise writing, these strategies will help you present a professional, readable, and compelling document.
For more advice and support concerning your specific tender and proposal presentation challenges, why not reach out to Bidtique?
We’re here to help you win more business with smart, compliant and effective tender and bid strategies and practical support.