How to stay organised, compliant, and competitive — every time.

When it comes to bid writing, preparation isn’t just a nice-to-have — it’s the difference between winning and wasting your time.

At Big Sister, we’ve supported over 500 care businesses through complex public sector bids, and one thing we know for sure: the strongest submissions aren’t rushed. They’re carefully planned, smartly delegated, and expertly reviewed.

That’s why we’ve created this 7-step bid prep checklist — built from the real-life systems we use every day across the team and refined by our compliance expert Ima Johnstone and quality assurance lead Calum Egginton-Robson.

Whether you’re bidding for the first time or brushing up your internal process, this checklist will help you move from specification to submission — with confidence.

Step 1: Download and Organise the Documents

It sounds basic, but you’d be amazed how many teams miss critical deadlines or requirements because files were:

Mislabelled
Not read in full
Buried in shared drives

Do this first:

Create a named folder with the bid title and deadline
Download everything (spec, T&Cs, pricing doc, response templates, clarifications)
Save the original spec separately — in case there are updates later
Label documents clearly: “Submission Form”, “Scoring Guide”, etc.

Tip from Calum: “Start a compliance matrix — a table that maps out what’s required, where it’s found, and what’s been completed. It keeps everyone aligned.”

Step 2: Read the Specification with a Highlighter

Block time to read the full specification. This is where 90% of your direction comes from.

Highlight:

Eligibility criteria (e.g., CQC rating, insurance, staff requirements)
Submission instructions (e.g., word count, formats, portals)
Evaluation criteria
Service delivery details (timelines, volumes, hours)
Clarification deadlines

Don’t skip the annexes or appendices. Important detail often lives there.

Tip from Ima: “Make a compliance checklist as you go. This becomes your internal QA tool before submission.”

Step 3: Clarify Any Uncertainties — Early

Every tender includes a window to ask clarification questions. Use it.

Ask about:

Any conflicting dates or volumes
Whether templates are mandatory
Whether documents like policies can be appended
Scoring weightings if unclear

Don’t wait until the day before the deadline. It shows poor planning and you may not get a response in time.

Big Sister tip: Keep a log of all clarifications asked — and answers given — as part of your bid file. You may need to refer back.

Step 4: Plan the Response — Before You Write

Once you know what’s required, break the work into manageable pieces.

Create a response planner spreadsheet that includes:

Every question (quality, method statements, social value, pricing)
Who is responsible for writing it
Any internal input needed (e.g., safeguarding lead, ops manager)
Deadline for draft & review
Word/character counts
Scoring criteria

Tip from Calum: “Don’t assign entire bids to one person unless they’re experienced and have capacity. Quality goes up when knowledge is shared and writing is reviewed.”

Step 5: Gather the Evidence & Attachments

Many bids now ask for attachments or supporting documents, such as:

Case studies
Insurance certificates
CQC registration
Safeguarding policy
Risk assessments
Training matrix or programme

You’ll also want internal stats and data:

Missed visit rate
Complaints logged/resolved
Service user feedback
Staff turnover
Outcomes achieved

Big Sister tip: Create a central “bid library” with the core documents, so you’re not scrambling each time.

Step 6: Draft with Compliance and Quality in Mind

Now, writing begins — but don’t make the mistake of diving straight in without using your prep tools.

Use:

Your response planner
Any previous successful responses (updated for this bid!)
Style guides (yours or ours — we’re happy to share)
Scoring criteria to structure each answer

Always remember:

Use active voice
Start with the answer, not the waffle
Use the PEER technique: Point, Explain, Evidence, Result
Speak to the commissioner, not at them
Include examples, not just statements

Ima’s Compliance Note: “Ensure any claims you make (like 24/7 cover, staff ratios, training rates) are backed by evidence. Anything you promise must be deliverable — and ideally, measurable.”

Step 7: Review, Review, Review

One of the most common reasons we see bids fail is simple: no one checked it properly.

Your QA stage should check for:

Answering every element of the question
Staying within word/character limits
Formatting and structure
Typos or unclear language
Internal consistency
Compliance with spec instructions

Ideally, get someone not involved in writing to do the final check. They’re more likely to catch gaps or unclear content.

Calum’s Final Tip: “Use the scoring guide like a mark scheme. Would you give full marks for this answer? If not — fix it before the evaluator sees it.”

BONUS: Submission Checklist

Just before submission:

Double-check you’re uploading the correct final version
Ensure all attachments are labelled and match what’s requested
Make sure file formats are acceptable (PDF, Word, etc.)
Complete any declarations or supplier forms
Check submission method and deadline (portal, email, etc.)
If using a portal, submit early in case of errors

Big Sister tip: We recommend submitting at least 24 hours before the deadline — and keeping email or portal confirmation as proof.

Big Sister’s Bid Support Services

Feeling overwhelmed? You’re not alone.

We can support with:

Compliance checks
Full bid writing
Framework strategy
Clarification management
Building your bid library
Team training

Our bid writers — led by Ima and Calum — know care bids inside and out and have helped clients win multi-million-pound contracts with local authorities, NHS ICBs, and national frameworks.

Final Word from Jill

“I always say — the writing is just the final 30%. The preparation is what separates an average bid from a winning one. Get that right, and you’ll always be in with a chance.”