How to write tenders with AI

Writing a tender is, as you're surely aware, no small task.

Many questions need to be clarified. Answers need to be worded. Sentences need to be polished. All while the deadline rushes closer on the horizon.

It's therefore no surprise that AI is a valuable resource in tender writing. But how do you actually do it? How do you write tenders with AI support in an effective way? In this article we give you a little taste of what that can look like.

Why write tenders with AI?

Before we dive into the methods, let's pause for a moment.

Why should you write tenders with AI support? Is AI about to take the bid manager's job?

Absolutely not. Here's how it fits together:

1. Writing tenders takes time.

2. The tender process is time-pressured.

3. AI can help.

4. You get more time.

5. More time gives better tenders.

6. Better tenders = more money.

Time is money in public procurement. It's that simple.

Option 1: Writing with general-purpose generative AI

There are, of course, many different AI services. But the key choice comes down to this:

1. Using a general-purpose generative AI, such as ChatGPT or Gemini.

2. Using generative AI built specifically for bid work – Tendium's AI is one such example.

Let's first look at how you can write tenders with general-purpose generative AI.

Prompt for the best possible result

AI likes clear instructions. Tell the AI you're writing text for a tender, which industry it concerns, what tone you want, and so on.

Get help with wording when you're stuck

AI never gets writer's block. Think about that for a second – pretty practical.

If you're struggling to answer a question, let the AI take a crack at it. Paste in the question and ask for a suggested answer. Don't like the answer? Give feedback or ask for ten alternatives.

Doesn't sound quite right? Ask AI to rewrite it!

Not fully happy with a piece of wording? AI is good at rewriting text. Paste in the question and the answer, and ask for a new version. Even if you don't like the suggestion, it often sparks new ideas.

Let AI summarise technical descriptions

Need to summarise a veeeery long technical description or governance document in a few precise sentences? Ask the AI for help. Summarising is something generative AI is especially good at. Just remember to check that the most important points are included.

So far, so good. But AI can obviously do more.

Option 2: Writing with generative AI in a bid tool

To get the full benefit of AI, it has to be tailored to both what it's writing (a tender) and who it's writing for (your business).

This is best done in a bid tool with AI built in. The process can then look like this:

1. Give AI access to past tenders and relevant information

You want to teach the AI everything. The more it knows about your business and how you write tenders, the more effective it becomes.

That's why you need an interface where you can safely give the AI access to all this information – and update or change it as needed. You can do this in a bid tool.

2. Identify every question that needs answering

Instead of copying and pasting back and forth, the strength of a bid tool is that everything happens in one place. You identify the questions in the procurement documents directly in the tool and turn them into tasks.

And now you're ready for the magic.

3. Generate a first draft of the tender

Now you can work through question by question and generate AI answers directly in the bid tool. The answers are based on all the information you've given the AI. You also get several alternative answers to choose from. You then edit the answers as you like.

The point is to free up as much time as possible in the tender process – so you actually have time to maximise your chances of winning and take your public-sector sales to the level you deserve.

Want to try writing tenders with AI?

This was just a taste of how tender writing can be made more efficient with AI.

Want to know more? Book a demo and we'll look at the bid tool together.

Welcome to the future!