5-Minute Bid Audit Fix Common Mistakes Before You Submit

With Jill Hudson, Founder of Big Sister

You’re at the final stretch. The bid is drafted, the attachments are uploaded, and you’re ready to hit submit.

But before you do — stop.

I’ve seen it too many times: great care providers lose out on contracts not because they weren’t good enough, but because they made small, avoidable mistakes right at the end. That’s why I created the 5-Minute Bid Audit — a quick, focused checklist you can run through before submission to make sure your hard work actually lands you the contract.

And the best part? You don’t need to be a bid writing expert to use it.

Let’s go through it together.

Does Your Answer Actually Answer the Question?

Sounds obvious, doesn’t it? But you’d be amazed how many providers give great information — just not what the buyer actually asked for.

Jill says:
“Don’t give them your life story if they asked you about staff training. Go back to the question. Break it into parts if needed, and make sure every part is answered clearly.”

Mini checklist:

Have you directly addressed each element of the question?
Can you identify where in your answer each part of the question is covered?
Does your intro and conclusion summarise your understanding of what they’re asking?

Fix it by:
Rewriting intros to reflect the question, adding headings for clarity, or breaking down long paragraphs into bullet points.

Is It Written for a Human, Not a Regulator?

We care deeply about compliance — but your bid needs to connect with the person reading it.

Jill says:
“The evaluator isn’t a robot. They want to understand your service, your values, your people. If your answer reads like a policy document, rewrite it.”

Mini checklist:

Have you used active, first-person language? (e.g. “We support…” not “The provider ensures…”)
Are you telling a story or just listing facts?
Is there warmth, pride, or personality in the way you describe your work?

Fix it by:
Adding a short real-life example, rewording corporate jargon into plain English, or asking yourself, “Would I believe this if I was the buyer?”

Are Your Attachments Actually Attached — and Correct?

This one’s so simple it hurts when it goes wrong.

Jill says:
“Imagine losing a £500k contract because you uploaded last year’s insurance certificate. It happens. Double-check everything.”

Mini checklist:

Have you uploaded the correct version of each document?
Are file names clear and professional (e.g. “Safeguarding Policy 2024” not “finalFINAL.pdf”)?
Does each attachment match what the question or portal asks for?

Fix it by:
Opening every file before submission, renaming files for clarity, and keeping a checklist next to your laptop while you upload.

Have You Respected Word Counts and Formatting Rules?

Buyers are strict. If they say 1,000 words, they don’t mean 1,004. If they ask for Calibri 11pt, don’t give them Times New Roman 12pt.

Jill says:
“I know it feels small, but it shows attention to detail — or lack of it. You’re not just judged on what you say, but how well you follow instructions.”

Mini checklist:

Are all answers within the word or character limit?
Have you followed all formatting rules (font, spacing, headings)?
Have you removed any tracked changes or hidden comments?

Fix it by:
Using a word count tool, copy-pasting into plain text if needed, and reviewing the formatting guidance one last time.

Have You Shown Impact — Not Just Process?

Too many bids describe what they do without showing why it matters.

Jill says:
“It’s not enough to say you do medication audits. Show how that audit reduced medication errors by 40% last year. That’s what scores points.”