What does a bid writer do?

A bid writer prepares documents that are used to apply or request for contracts to provide services to a . Typically, this is responding to a tender request issued by a public or private organisation for a particular good or service. Often, a bid writer might work in-house at a business which applies for contracts, or as part of an organisation that specialises in bid writing services, like Executive Compass.

The day-to-day tasks of a bid writer can vary, but will most likely include:

• Monitoring possible contract opportunities
• Planning and working with the wider bid team
• Gathering evidence to complete pre-qualification questionnaires or selection questionnaires, known as the PQQ or SQ
• Collecting data for bids, like financial records, CVs and case studies
• Checking the specification which the bid must adhere to and ensure compliance
• Overseeing the relevant portal for the bid, and monitoring clarification questions and updates
• Maintaining bid libraries, made up from accurate records for future use
• Designing, writing, editing and submitting bid documents
• Overall project and bid management to ensure the entire bid process runs smoothly

Added in the line – if you would prefer to alter this completely, let me know how best to approach a change

What is a bid writer?

A bid writer plays a crucial role in securing contracts for a business by crafting compelling, well-structured, and persuasive proposals in response to tender opportunities, like Government Contract Notices. This helps businesses increase their growth and development by securing more work. Bid writers may be in-house, bid writing for one specific company, or they could work for a specialist consultancy providing bid writing services and manage bids on behalf of clients across a breadth of industries.

Established in 2009, Executive Compass is a specialist consultancy who provides bid writing services and training courses to clients, completing thousands of tenders for business across a variety of sectors in the last 12 months, with a success rate of over 85%.

What are the key responsibilities of a bid writer?

A bid writer is responsible for responding to a PQQ, bid, or tender document, which an organisation is required to complete when bidding for a contract. This document is specific to the particular contract and will be issued by the contracting authority.

The key responsibilities of a bid writer include researching client requirements, gathering relevant company information, and expressing a clear and competitive case for why their organisation is the best fit for the tender contract, balancing technical accuracy with engaging storytelling.

A bid writer may work on either private or public sector bids, with responsibilities of tailoring responses to meet specific industry and buyer requirements.

External bid writers, like the team at Executive Compass, usually act as a bid manager, and they will manage the entire bid process. This includes bid preparation, capture planning, and information gathering – such as the initial client contact, interviews, and follow ups – alongside writing the tender responses and overseeing the final submission.

Alternatively, interim bid writers may be brought in to an organisation to support during holiday cover or managing high-pressure deadlines. Some organisations may also choose to utilise a critical friend or a bid review service, providing an additional layer of quality assurance and strategic input to strengthen their submission.

This procurement process frequently takes place within a tight and immovable timeframe as determined by the buyer’s firm submission deadline. Within the public sector, this tends to be around 4–6 weeks. The role of a bid writer is therefore multifaceted and complex, requiring a high level of organisation, attention to detail and dedication to navigating the public sector procurement landscape effectively.

Analyse the bid and identify key requirements

Before starting a bid response, it is important to analyse the Invitation to Tender (ITT) documents thoroughly. This helps in understanding the public sector specification requirements and buyer expectations. The bid should be structured and tailored accordingly.

A competent bid writer will then compile a checklist of required documentation, accreditations, and compliance elements such as word count and formatting rules to avoid disqualification. As part of the analysis, a bid writer will also compile a list of all required documentation and accreditations, along with any major points that need special attention. This can include word count, format, font size, etc.—anything that is a requirement and could cause the submission to fail. Data sections and any ‘tick box’ exercises can easily be completed once all the information is gathered.

Develop a strong answer plan

Bid writers start by carefully reviewing the ITT documents. They also conduct wider research on the buyer (which could be a local council or the NHS) and sector. After this, they create an answer plan which breaks down the key points and requirements for each tender question.

This preparation ensures they can ask the right questions when collaborating with the wider team. For external bid writers, this stage is particularly important, as it helps bridge any knowledge gaps and ensures the bid accurately reflects the client’s expertise, experience, and service delivery.

Collaborate with experts

A bid writer will work with a range of key figures, from colleagues in their in-house or external bid writing team to clients requiring their support and bid writing services. Ultimately, bid writers will collaborate with subject-matter experts to ensure the bid process runs smoothly and the best outcome is achieved.

A bid writer will also act as a bid manager to oversee the bid process and other communication and collaboration.

For internal, in-house bid writers, crafting a strong, persuasive bid relies on leveraging the expertise in their organisation. Engaging with technical leads, service specialists, and operational staff is essential. These subject matter experts help ensure responses accurately reflect the organisation’s capabilities. This also highlights unique selling points (USPs) and the benefits the organisation will deliver.

If not directly involved in service delivery, bid writers might interview those who are – such as frontline operatives – to gain deeper insights and real-world examples. As expert bid writers,  we know that this collaborative approach strengthens bid responses, ensuring clarity, accuracy, and a well-rounded submission.

External bid writers, like Executive Compass, will follow a similar process, working closely with their client teams to gather technical information, company specifics and evidence, often through structured client interviews. Follow-ups may be necessary to refine responses and enhance competitiveness, ensuring the bid fully aligns with buyer requirements.

Write a persuasive and competitive bid

Once a bid writer has all the required information and data for the bid, the bid writing process will begin. Responses should be clear, concise, highly detailed, and persuasive, reflecting the competitive nature of the tendering process. To achieve this, the bid writer will use the information gathered from subject matter experts or the client, alongside the wider research. Additionally, they consider recommendations based on industry best practice, and competitive themes in tendering.

Bid win themes help to write a winning tender because they allow for meaningful differentiation of the tender from the authority, therefore a bid writer will also implement these throughout the process to support a successful submission.

Evidence will also be used throughout to substantiate key points, reassuring the evaluator of the bidder organisation’s competency and experience.

In cases where an external bid writer is used, each response will typically go through a rigorous quality assurance process. Expert bid writers like Executive Compass follow structured quality management systems, such as UKAS ISO 9001:2015  certification. This involves an in-depth review and assessment by our quality bid review team or the most senior members of our bid writing team, ensuring the content aligns with specification requirements and the question is fully answered.

A bid writer might also assist clients with developing their bidding strategy for public sector tenders and support you with bid planning for quality responses.

Compile the documents

When all sections are completed, the bid writer will compile all the documents. This includes all necessary policies and procedures, accreditations, pricing information, and any supporting documents required.

Procurement legislation dictates most of the tender process and requires a contracting authority to be rigorous in its evaluation, which includes various documentation and policies to be submitted by a bidder. The significance of this stage is not to be underestimated: bids that fail to submit any mandatory documents can be deemed non-compliant and result in a failed submission. Being a successful bid writer consequently covers numerous key stages: pre-bid consultancy, designing, writing, editing, and then checking the bid documents fully. This process may also involve the placing of responses into a template or custom-designed format.

Finalise and submit the bid

Once all sections are complete and the bid writer has compiled the document with the necessary policies, procedures, and accreditations to ensure correct formatting and full compliance, it is time to submit the bid. Submission is typically done via an online portal, where including all mandatory documents is essential to avoid disqualification.

While the submission process may seem straightforward, it can often be complex. Some buyers allow direct email submissions, but most require bids to be uploaded through official portals—each with its own unique navigation and submission process. Mistakes such as accidental overwrites or incomplete uploads can jeopardise an otherwise strong bid, and unfamiliarity with these systems can lead to costly errors. It is also important to leave enough time to submit your bid via the online portal to minimise any IT issues or errors close to the deadline.

Using external bid writers can help avoid this, as most bid writing firms have specialists experienced in handling the online portals. Their expertise ensures that bids are submitted correctly and on time, reducing the risk of technical errors, accidental uploads, or submission failures.

What skills does a bid writer need?

A competent bid writer is capable of collaborating with subject matter experts, adhering to strict deadlines and ensuring compliance with tender specifications and any procurement legislation. Strong attention to detail, strategic thinking, and excellent writing skills are essential in this role, as their work directly influences a company’s ability to win new business and expand its market presence.

An external bid writer will likely work across a variety of industries, including facilities management, health and social care, professional services and construction. Whilst the skills involved with bid writing are the same across all bids, these industries vary, so a bid writer must be able to adapt and learn about the needs of clients from varying backgrounds and the relevant nuances.

Core writing skills and research and analytical skills form the basis of being a good bid writer, but other important skills include time management and organisation, collaboration and communication and of course, the knowledge of bid processes, are essential.

Common misconceptions of being a bid writer

There are several common misconceptions of being a bid writer, which may be off-putting to those considering a career as a bid writer or within the wider bidding and tendering industry. However, these ideas are all untrue, and a career as a bid writer can be very rewarding and fulfilling, regardless of whether you work in-house with an organisation or at an external bid writing company.

Some of these misconceptions around being a bid writer include:

• Already needing extensive experience within bid writing because of its niche nature, when all you really need is a passion for writing, an ability and willingness to learn and a positive attitude.
• Working 24/7 as a bid writer, when actually, with the correct planning, a bid writer won’t often work later than expected, plus there is always a wider support team available, even if you need external support – this is where Executive Compass comes in and can offer bespoke packages to support your bid writing project.
• Requiring technical expertise across all sectors, especially since multiple industries require bid writing, but coherent collaboration and communication between bid writer and client can resolve any issues relating to technical jargon or industry-specific context.
• Bid writing is too niche to begin a career in, but really, it will only expand your developing skillset even more, both personally and professionally because not only do bid writers read and write to a high standard, but they also work closely with clients and oversee project management.

How to become a bid writer

Although bid writing is becoming increasingly recognised, it remains quite a niche career. At Executive Compass, our team of bid writers come from a variety of backgrounds and careers.  The ‘golden thread’ that unites us all is our writing abilities, and typical qualifications include English Literature at A Level and a writing-based degree (e.g. English, history, politics, or law).

This career path is not exclusive: we have bid writers with a background in economics, for example. The individual may also have worked in a specific industry sector, such as engineering or construction, relevant to the tenders that we complete. Our recruitment process is therefore open to all with a degree or higher. Applicants go through multiple stages, including a CV review, a writing test, and interviews. These stages give individuals a chance to demonstrate their suitability for a bid writing career in a professional bid writing firm.

For in-house bid writers, it is common for someone in an administrative role in an organisation to work as a bid coordinator or junior bid writer. As their knowledge of the organisation and subsequent skills develop—or if they already have operational knowledge—they may transfer to a bid team, drawing on their technical knowledge and subject matter expertise. Any organisation with a desire to work with the public sector or to secure contracts over a certain threshold must engage with the tender process. As a result, most organisations require this role. It can also be an ideal career path in terms of growth and progression.

At Executive Compass, our win rates of over 85% speaks for itself. We employ professional bid writers and bid managers who have all been trained internally to meet our high standards. Using our professional bid writing services will guarantee your company a submission of the highest possible quality. Whether you require full bid management or simply need help with bid writing, our expertise will ensure a competitive and compliant submission.