Lesson 2: Design and Production

It is very important that you produce your tender document professionally. There is nothing worse than a tender document, however good the information inside however lacks that professionalism on the outside. 

  • Package the tender as stated in the requirements. Ensure all attachments and supporting documents are complete and in the correct order as referred to in the document.  
  • Printed tender documents should be bound, unless otherwise specified, to ensure that information does not become detached in the delivery process.  
  • Provide an electronic copy on a USB stick or CD, even if it doesn’t request one. The evaluators may need it. 
  • Label the tender document clearly and include your company name and details.  

Design 

If you are putting forward a tender proposal then you want a fantastic, business winning Tender Submission! Why go halfway and have the content be fantastic, if it looks a bit blah on the outside? 

I love providing my clients with ideas for submission, especially for the creative tenders, or those ones that are worth a lot of money and are business changing. 

In today’s tender world, clients like to be wowed, so my advice is go for it! 

Production 

Templates 

If you produce several tender documents for your business, why not design and produce templates with the option to overprint? This will ensure you are getting better value for money in the long-term by reducing the chances of unnecessary production and increasing the likelihood of consistent production. This could be done for company profiles, brochures, certificates, or awards or even press releases. 

But, you must ensure brand consistency from one tender document to the next and be sure to proof thoroughly. Any reference to a previous tender, or company, could ruin your chances of success. 

Stock 

What stock (material) is your tender document printed on? Does it adhere to your corporate sustainability values? Do the delicate print finishes say ‘first-class organisation’? Have you even considered the impact a print finish could have on your design ideas? 

Specifying the appropriate material to print your tender document on, can add to the tactile experience of the reader. And, you aren’t just limited to A4 paper. 

Get creative, but do remember the practical issues with size. Can it still be mailed? Will it sit in an in-box? That said, a bit of lateral thinking may give you the edge. 

Finishing 

Do you need to be able to add further information to your tender document at a later date? Does the recipient need to be able to add anything? 

If so, why not produce an item that is flexible, like a folder or binder? It can still be branded, plus the binders can be bought in larger numbers if required. 

Another option is to purchase plain folders then produce a personalised sheet that is riveted in with the D-ring. This will add to the quality feeling of your tender document and demonstrate that you have considered who you are providing the proposal for and their needs beyond the initial delivery. 

Branded Boxes or Folders 

If your tender document is made up of various pieces of documentation, consider how you will collate these items together. What will be the device that the various pieces go into? 

A well-produced tender put in branded box or folder will never fail to impress. Creating a branded, individual carrier, be it a branded box, wallet, or the like, enhances the professional delivery of your tender. Furthermore, the additional container will ensure your valuable tenders documents arrive cleanly and safely and all in one piece. 

Remember if your tender is worth $1,000,000 then to spend $300 on packaging of the tender, it is worth it! 

Here are some ideas for the branded boxes and folders. 

For Dawtek, I use hardcover books and had my company logo printed onto the cover of the book. It was simple, yet professional. 

Remember not to leave the packaging design until the last minute!