Writing Method Statements for Tenders – Use Evidence

No matter how well you write your method statements in terms of technical capability, you still need to convince the reader that your organisation can really do the job. Good tender writing uses evidence.

What Are Tender Method Statements?

Formal tenders (e.g. high value council tenders) have a set of questions that you need to answer. Many take the form of “how will you achieve…” or “what is your approach to…”. These are often described in tenders as method statements.

Not to be confused with health and safety or site method statements, although they may be helpful in writing some tender method statements.

How to Write Method Statements for Tenders and Use Evidence

Try and use the following to demonstrate what you have in place and what you do. Then show the buyer how you will use that to deliver. Using evidence will reinforce what you say.

1. Start at the Beginning

When writing method statements on how you will provide the service, start at the beginning and work through to the end. Writing a method statement can be daunting so think how you would describe it if you were talking to a prospect. Tables, flow charts and sub-headings can all help to reduce words when limited.

2. Explain Resources

Make sure they understand what resources you have:

• People e.g. management team, staff numbers etc.
• Management team
• Use people’s names in organisation charts and against titles – shows they are real people!
• Back office / support
• Locations, equipment etc.
• Processes e.g. quality

Then clearly explain their relevance and how they help you to deliver the service.

3. Customer Lists

These can help but they need to be relevant – ideally the same industry. That shows a track record and experience in their market sector.

4. Anecdotal Evidence

A great way to finish off a method statement is by showing an example of how you solved a problem or achieved the required result. For example, if asked about continuously improving your service, give an example of how you have used lessons learnt to drive improvements.

5. Targets and KPIs Prove Success

If your company meets / beats its targets, show it. Giving an example of your company meeting or exceeding targets / key performance indicators on other similar contracts is powerful.

If you are asked to describe how you will achieve high customer satisfaction, giving some excellent customer satisfaction KPIs is great proof.

6. Case Studies Explain How You Help Customers

These can be full blown or mini case studies as appropriate. In most cases, a condensed case study will suffice – especially where response content is limited. It only needs 3 parts:

1. Background – what the problem was
2. Actions – what you did
3. Outcomes – the positive result

7. Testimonials – Let Your Customers Talk For You

Relevant to the point you are making and ideally attributable (privacy allowing). These do not need to be long testimonial letters but a simple quote. It can include praise for your company. But most importantly, it needs contain a commendation of an achievement. For example, “XYZ always get high customer satisfaction ratings from our residents”.

8. Images, Charts, Tables etc.

They can be a lot easier to read and digest than lots of paragraphs. If they substantiate your claim (and are permitted by the tender rules) use them.

9. Use The Evaluation Guide

Tenders normally explain how they will be scored (evaluated). Use that to make certain you are giving them what they will be scoring highly. That will help you get top marks.

10. Answer The Question!

That might sound obvious but it’s one of the most common tendering mistakes. Answer with what they have asked for. Not what you thought or want to say. And answer all the parts of the question.

If you want help writing tender method statement, contact us for an informal discussion about our tender writing service.

Writing Method Statements Summary

All of the above prove to the reader what you have done and will do.

These tips on tender writing will also help:

• Responding to Tender Questions
• How to Score High Marks
• Word, Page or Character Limits
• Write in a Positive Style

There is no absolute right or wrong in tender writing but believability is key to writing good tender submissions… that win contracts!

Any more ideas?