How to Write a Tender for Public Sector Contracts in the UK
19 August 2026
Step-by-step guide to writing winning UK public sector tenders. Covers SQ, ITT, pricing, evaluation scoring and common pitfalls.
Understand the UK tender process: from FTS to Contracts Finder
Before writing a word, identify which procurement route you are in. Public sector buyers in the UK publish opportunities above certain thresholds on Contracts Finder (England) and Sell2Wales, Public Contracts Scotland, or eTendersNI. Above £150,000 (goods/services) most must also be advertised on the UK Find a Tender Service (FTS), which replaced OJEU. Your response will typically be a two-stage process: first the Selection Questionnaire (SQ) to check your financial, technical and legal capacity, then the Invitation to Tender (ITT) or Invitation to Quote (ITQ). The tender documents will specify the evaluation model — most commonly the Most Economically Advantageous Tender (MEAT), scored 60% quality / 40% price, though percentages vary. Bind these details into your response: follow the cross-referencing structure in the instructions, and answer every question in the order given. Missing a pass/fail question in the SQ is the fastest way to be rejected.
Deconstruct the specification and evaluation criteria
In the ITT you’ll find a specification that is your single source of truth. Read it three times, and highlight every requirement and every phrase like 'must', 'shall', 'will', and 'should'. Create a compliance matrix that maps each spec clause to a response paragraph or appendix. Then look at the evaluation criteria: the score is not just about what you say but how you evidence it. For each response, check whether the criteria includes 'experience', 'method statement', 'resources', or 'risk'. Use the U.K. tendering convention of answering with a 'SO WHAT' approach: describe the method, give a concrete example of how you did it before, and quantify the outcome (e.g. 'reduced call handling times by 18% across a contract with 50,000 residents'). Avoid boilerplate marketing language; buyers are scoring against specific words in the specification. If a criterion is weighted 20%, spend proportionally more time on that answer than on a 5% question.
Structure your tender responses with proof and win themes
Each response should follow a logical structure: a short summary of your understanding, the approach you will take, how you have done it successfully for a comparable public sector client, and what benefits the council or NHS trust will receive. Use headings that mirror the buyer’s question. Within each answer, include 'win themes' — differentiators like social value, local employment, carbon net zero targets, or innovative technology — but back them with evidence. For example, if you promise to create apprenticeships, state how many and how you have structured this on existing contracts. Weave in case studies from your portfolio, anonymised if needed, and be specific about the scale of previous contracts: £500k per year, 30 staff, 3 years. Never assume the evaluator knows your industry; spell out any acronyms and explain your terminology. Where possible, reference the contract management framework, your ISO 9001 or Cyber Essentials certificates, and any framework agreements (like CCS G-Cloud or RM6157) that give you extra credibility as a supplier.
Price realistically and build a commercially compliant schedule
Pricing is not just about being cheapest. Most UK public sector tenders use a 'buy non-compliant' rule: if your pricing schedule is incomplete or arithmetic errors appear, you may be disqualified before evaluation. Transfer every rate from the buyer’s pricing schedule into your own spreadsheet exactly as requested, and check that your formulas sum correctly. When setting rates, consider the real cost of delivering in the UK: employers’ National Insurance (13.8% on earnings above £9,100), pension contributions (the auto-enrolment minimum is 3% employer, but for local authority contracts you may be expected to pay above this), and CIS deductions for construction. Include overheads for project management, quality assurance, and reporting. If the tender mentions TUPE, factor in the incoming staff’s actual salaries and terms. For value-based scoring (like a 70/30 split), a credible price that is 8–10% below your normal rate may beat a rock-bottom bid that looks unrealistic. Always state your assumptions, especially if the specification has no volumes.
Review, submit early, and learn from the debrief
The final stage is where many bids fail. Print your tender response and check it for consistency: does your pricing schedule match your method statement? Are there contradictions between the SQ and ITT? Verify every claim — a single unverifiable reference can reduce your credibility. Create your own scoring model: ask a colleague who was not involved in writing to score the response against the published criteria, and then revise weak answers. Submit through the portal (e.g. InTend, Due North, or the buyer’s supplier portal) at least 24 hours before the deadline; portals can be down last minute. After the contract is awarded, if you did not win, ask for a formal debrief. Under UK procurement rules you are entitled to the winning score and your own score. Use the feedback to identify which answers were too thin and adjust your bid library for the next opportunity, because your next tender may be just months away.
FAQ
SQ (Selection Questionnaire) is the first-stage document used to shortlist suppliers. It focuses on legal standing, financial health, turnover, insurance, and basic technical capability. ITT (Invitation to Tender) is the full written bid where you detail your method, staffing, social value, and pricing. Your SQ must meet pass/fail requirements; the ITT is scored on quality and price to pick the winning bid.