Editing a formal document can seem like a daunting task, between balancing the specific requirements of grammar, editing and punctuation. Especially for government bids and tenders – where these tasks are combined with an extensive list of requirements to check – the process can seem arduous (and sure to bring on a case of procrastinate-cleaning).
As our highly experienced tender team will attest, creating a bid template upfront that accurately captures all the required tender inputs is an essential but time-consuming process. We spend many hours ensuring every template follows a consistent style and formula in line with one of our key values; attention to detail.
But there is no need to fret. At Mint, we ensure that every venture we tackle is taken care of as expediently as possible. That’s why we have invested deeply in mastering all things bids, allowing us to help our clients win their contracts!
MASTERING WORD TEMPLATES
This may sound simple but knowing how to use Microsoft Word templates is important in saving time and rework when producing bid documents. Although it may sound like an unassuming area to extrapolate on, it is a part of what we do day-to-day.
Here are just three of the many tips you should have at your disposal:
- To ensure consistency, make sure you use the styles menu! A pre-set formula gives you a guide to follow throughout the whole document if you want to ensure a consistent brand identity in your work.
- For those large or troublesome chunks of texts that we must put into tables and sections, it’s good to know how to use copy and paste to your quickest advantage. Simply by copying text and then selecting “Paste Options > Keep Text Only”, you can modify your text to a pre-set style without needing to go back and change it individually every time.
- If you want to make sure the document’s contents and sections are well-organised and information is presented in a meaningful hierarchy, apply heading levels in your Microsoft Word template.
MASTERING THE EDITING
With any formal document, there are requirements which must be consistently applied in grammar and punctuation, to ensure a tender is submitted to the utmost professional standard. While stylistic requirements may vary from company to company, project to project, Mint has created an overarching set of rules which we apply.
When editing a tender or bid, it is important to remember:
- Avoid ambiguous wording. It’s important that the language of a bid/tender is absolute and on point. Modal verbs like “will”, “must” and “is” convey a level of possibility or necessity that is more committed than terms such as “should”, “would”, “might” and “may”
- Numbers, symbols, and units of measurement always require a consistent standard. Generally, numbers below 10 are spelt out, (e.g. nine) and spaces are not inserted between units of measurement (e.g. 15L)
- When it comes to capitalisation, it is always important to ensure that specific position titles mentioned in the document, documented plans, and official strategies should be capitalised to distinguish them from general terms and procedures which usually don’t follow a set out, consistent requirement from the government. It’s also worth knowing that for legal and contractual reasons, capitalisation is used to define terms that the Tenderer is required to deliver.
By following these tips, you will be able to master word templates and become a professional at editing tenders!