The Most Common Mistakes When Participating in Tenders (and How to Avoid Them)

Introduction: Why So Many Bids Fail Before They’re Even Reviewed

Across the EU, thousands of public tenders are published every year. For suppliers, each one represents a potential opportunity to win new business and strengthen their market presence. Yet many bids never make it past the first stage of evaluation. They are rejected not because the bidder lacked the ability to deliver, but because of avoidable mistakes. From missing documents to pricing errors, these issues can derail months of preparation.

The good news is that most of these mistakes are preventable with a structured approach. Below we look at the most common pitfalls suppliers face when preparing tenders and how to avoid them.

Mistake #1: Overlooking Tender Specifications

Tender documents can be long and detailed, with requirements spread across multiple sections. It is surprisingly common for bidders to miss a technical or administrative requirement simply because it was buried in an annex or written in complex language.

The consequence is immediate disqualification. Even a strong proposal will not be considered if it fails to meet basic specifications.

How to avoid it: Start with a thorough review of all tender documents. Create a summary of the key requirements and ensure that every part of your bid addresses them directly. Involving more than one person in this review helps catch overlooked details.

Mistake #2: Submitting Incomplete Documentation

Public tenders often require a long list of documents: financial statements, certificates of good standing, declarations of compliance, references, and more. Missing even one mandatory document can make your bid ineligible.

How to avoid it: Build a checklist early in the process that includes every required document. Assign responsibility for each item and confirm well before the submission deadline that everything is complete.

Mistake #3: Formatting and Submission Slip-Ups

Formatting errors may sound minor, but in EU tenders they can have serious consequences. Common issues include using the wrong form, forgetting to sign a page, or submitting after the deadline. These mistakes leave evaluators with no choice but to exclude the bid.

How to avoid it: Follow the instructions exactly. Prepare the final package at least a day before submission and have a second person review it. Uploading well in advance avoids last-minute technical issues.

Mistake #4: Weak Proof of Capacity

Many tenders require proof that the supplier has the financial stability and technical experience to deliver. Bidders sometimes provide incomplete or vague evidence, which leaves evaluators uncertain.

How to avoid it: Present clear and verifiable proof of past projects, team qualifications, and financial health. Use data and concrete examples rather than general claims.

Mistake #5: Ignoring Evaluation Criteria Weighting

Every tender includes evaluation criteria with specific weightings. A bid can be beautifully written but still lose if it does not focus on the aspects that carry the most points.

How to avoid it: Analyze the weighting carefully. If price is worth 70 percent, devote time to building a competitive pricing strategy. If technical quality carries more weight, strengthen that section with detailed solutions. Always align effort with scoring.

Mistake #6: Vague or Generic Responses

Some suppliers reuse the same boilerplate text across multiple tenders. While this saves time, it often results in vague answers that do not address the specific requirements. Evaluators are looking for tailored solutions, not generic descriptions.

How to avoid it: Mirror the tender’s language and requirements in your responses. Show clearly how your solution matches what the buyer has asked for. Avoid unnecessary filler and keep the focus on relevance.

Mistake #7: Pricing Too High or Too Low

Pricing is one of the trickiest parts of tendering. If your offer is too high, you risk being uncompetitive. If it is too low, you may raise doubts about your ability to deliver profitably or risk damaging your business margins. Both extremes can cost you the tender.

How to avoid it: Research similar tenders and analyze competitor pricing to find a realistic range. Build a pricing strategy that is competitive but also sustainable for your business.

Checklist: A Final Review Before Submitting Your Bid

Before hitting submit, ask yourself:

• Have we addressed every requirement in the specifications?

• Are all mandatory documents included?

• Are forms correctly filled out, signed, and formatted?

• Does the proposal clearly prove our capacity to deliver?

• Have we focused on the most heavily weighted criteria?

• Do our responses answer the requirements directly?

• Is our pricing competitive and realistic?

How Sorsera Helps You Avoid These Mistakes

Even with careful preparation, tendering can be overwhelming. This is where Sorsera can support suppliers.

• Sorsera’s analytics tools let you explore historical pricing in similar tenders and review competitor benchmarks, helping you avoid pricing mistakes.

• The opportunity board gives your team a central place to track tender opportunities, deadlines, and progress.

• Built-in task management makes it easier to coordinate responsibilities and ensure that no requirement or document is overlooked.

By combining better data with better organization, Sorsera helps suppliers prepare stronger bids and increase their chances of success.

Conclusion: Winning Tenders Starts With Getting the Basics Right

Success in tendering is not just about offering the best product or service. It is also about avoiding preventable mistakes that disqualify good suppliers. By paying attention to the details and adopting a structured process, you can dramatically improve your win rate.

If you want to take your tender preparation to the next level, explore how Sorsera can help.

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