How to download and read a tender pack
From finding the notice to a clear bid or no-bid decision, in about 90 minutes.
Last checked: 13 October 2026
Government sites change. If a screen looks different, follow the screen.
1. What is a tender pack?
Checked on 13 October 2026. Every buyer and portal is a little different. If a screen looks different, follow the screen and use the checklist below.
A tender pack is the set of documents a buyer gives you so you can bid. It tells you what they want, how they will mark it, and how to submit. Packs vary in size. A small one might be four documents. A large one can be thirty.
| Document (names vary) | What it tells you | Read it |
|---|---|---|
| Document (names vary)Invitation to tender (ITT) or instructions to bidders | What it tells youTimetable, how to submit, word limits, rules, who to ask questions. | Read itFirst |
| Document (names vary)Specification or requirements | What it tells youWhat the buyer actually wants delivered. | Read itSecond |
| Document (names vary)Award criteria and scoring | What it tells youHow bids are marked: quality, price, social value, and the weights. | Read itThird |
| Document (names vary)Selection questionnaire (SQ) or conditions of participation | What it tells youPass or fail checks: company details, finances, insurance, certificates, exclusions. | Read itFourth |
| Document (names vary)Quality questions | What it tells youThe questions you write answers to, with word limits. | Read itFifth |
| Document (names vary)Pricing schedule | What it tells youWhere you enter your prices. Often a spreadsheet. | Read itSixth |
| Document (names vary)Contract or terms and conditions | What it tells youWhat you must agree to if you win. Look for payment terms, liability and insurance. | Read itSeventh |
| Document (names vary)Declarations and forms | What it tells youSigned statements, such as non-collusion. | Read itLast |
| Document (names vary)Annexes and data | What it tells youVolumes, locations, service levels, existing staff details. | Read itAs needed |
2. Find the notice and read it first
- Open the notice on Find a Tender (opens in a new tab) or Contracts Finder (opens in a new tab). Read the whole page before you download anything.
- Write down: the buyer, the title, the value, the contract length, the closing date and time, and any lots.
- Check what the notice says about how to apply. It will say where to get the documents. This is often a link to the buyer's own portal.
- Check whether you need to share your supplier information (share code) or a file, and when.
- If the closing date has passed, stop. A closed notice is not an opportunity.
Check it is real and live
Open the notice itself, not just an alert or a summary. Check the status and the closing date and time. Check that the documents are available. If anything is unclear, ask the buyer.
3. Register on the buyer's portal and download
Buyers use different portals, such as Atamis, In-Tend, Delta and others. The steps are similar:
- Click the link in the notice to the buyer's portal.
- Create a free account, or sign in. Use a shared company email if more than one person will follow the tender.
- Find the tender. Look for "Express interest", "Register interest", "Access tender" or similar. Registering does not enter you. It gives you access to the documents.
- Open the documents area. Look for "Download all", "Documents" or "Attachments".
- Download everything. If there is a zip file, save it, then unzip it.
- Look for messages, notices or clarifications. These can contain updates.
- Note the portal's name and your login, and how it tells you about changes.
If you cannot see the documents, you may not have expressed interest yet, or the tender may be on a different portal. Contact the buyer using the details on the notice.
4. Organise your pack
- Make a folder for this tender. Name it with the buyer, title and closing date.
- Put the original download in a sub-folder called "Original". Do not edit these.
- Make a second folder called "Working" for your copies.
- Check the file list against the instructions. Is anything missing? Ask in a clarification if so.
- Note the date and time you downloaded. If the buyer sends updates, they may replace documents. Always check you are using the latest versions.
5. Read in this order (90 minutes)
| Minutes | What to read | What to write down |
|---|---|---|
| Minutes0-10 | What to readInstructions to bidders | What to write downKey dates, how to submit, word and page limits, file types, who to ask. |
| Minutes10-30 | What to readSpecification | What to write downWhat they want, volumes, locations, length, anything you cannot do. |
| Minutes30-40 | What to readAward criteria | What to write downWeights for quality, price and social value. Minimum scores. How scoring works. |
| Minutes40-55 | What to readSelection questionnaire | What to write downEvery pass or fail item. Mark each one: yes, no, or need to get. |
| Minutes55-70 | What to readQuality questions | What to write downEach question, its weight and its word limit. Who in your team can answer it. |
| Minutes70-80 | What to readPricing schedule and contract | What to write downHow to price. Payment terms. Insurance and liability levels. Anything unusual. |
| Minutes80-90 | What to readDeclarations, annexes | What to write downWho must sign. What must be attached. |
6. Key dates sheet
Copy this into your tender folder and fill it in on day one.
| Date | Time | What |
|---|---|---|
| Date | Time | WhatClarification questions close |
| Date | Time | WhatTender closes (submission deadline) |
| Date | Time | WhatOur internal draft ready |
| Date | Time | WhatOur internal review |
| Date | Time | WhatOur target submission (at least a day early) |
| Date | Time | WhatExpected award or standstill (if given) |
| Date | Time | WhatContract start |
- Late bids are normally rejected. Aim to submit at least one working day before the deadline.
- Portals can be slow near the deadline. Do not leave the upload to the last hour.
7. The pass or fail check
Before you plan any writing, check that you can pass the gates. If you cannot, you cannot win.
| Gate | Typical ask | Can we meet it? |
|---|---|---|
| GateCompany details | Typical askRegistered name, number, address, size. | Can we meet it? |
| GateFinancial standing | Typical askAccounts, turnover, or a guarantee. | Can we meet it? |
| GateInsurance | Typical askPublic liability, employers' liability, professional indemnity, at stated levels. | Can we meet it? |
| GateCertificates | Typical askCyber Essentials, ISO or similar, if required. | Can we meet it? |
| GateExperience | Typical askExamples of similar work, with references. | Can we meet it? |
| GateExclusions and conflicts | Typical askDeclarations about past conduct and conflicts of interest. | Can we meet it? |
| GateSupplier information | Typical askShare code or file from Find a Tender. | Can we meet it? |
Insurance or certificates you do not have are the most common reason new suppliers fail. If you can get them in time, plan it now. If you cannot, consider partnering as a subcontractor.
8. Make a scoring map
This is a table with one row per question. It tells you where your effort goes.
| Question | Weight | Word limit | What the buyer wants to see | Who answers | Evidence we have |
|---|---|---|---|---|---|
| QuestionExample: transition plan | Weight20% | Word limit1,000 | What the buyer wants to seeA clear 90-day plan and risk control | Who answersDelivery lead | Evidence we havePast project plan |
| Question | Weight | Word limit | What the buyer wants to see | Who answers | Evidence we have |
| Question | Weight | Word limit | What the buyer wants to see | Who answers | Evidence we have |
- Spend your time in proportion to the weight. A question worth 30% deserves more effort than one worth 5%.
- Answer what is asked, in the order asked, within the word limit.
- Use the buyer's own words from the specification.
- Write every answer for a marker who has not met you.
9. Questions for the buyer (clarifications)
- Use the portal's messaging or clarification area. Buyers usually share the question and answer with all bidders, without your name.
- Ask early. There is a deadline for questions.
- Good questions: missing documents, unclear volumes, which version is correct, whether subcontracting is allowed, what the incumbent's staff numbers are.
- Do not ask anything you can find in the pack. Do not give away your strategy.
- Read every answer. They can change the requirement.
10. Bid or no bid
| Question | Yes / No |
|---|---|
| QuestionCan we pass every pass or fail gate? | Yes / No |
| QuestionDo we meet the specification, or can we by the start date? | Yes / No |
| QuestionDo we have the people and the days before the deadline? | Yes / No |
| QuestionIs the contract the right size and length for us? | Yes / No |
| QuestionDo we have evidence for the main questions? | Yes / No |
| QuestionCan we price it profitably under the payment terms? | Yes / No |
| QuestionIs the buyer someone we want to work with? | Yes / No |
If you answer no to the first two, stop. If you are unsure about several, ask for a clarification or talk to someone who could be a partner. Write down your reason, whichever way you decide.
11. Practice with a real pack
- Pick one live tender in your area. Even if you do not plan to bid, register, download the whole pack and run steps 4 to 8.
- Time yourself. The first one takes longest.
- Compare with a second pack from another buyer. Notice how the questions differ.
12. Links
| For | Link |
|---|---|
| ForFind a Tender search | LinkFind a Tender search (opens in a new tab) |
| ForContracts Finder | LinkContracts Finder (opens in a new tab) |
| ForQuestions about Find a Tender | LinkContact form (opens in a new tab) |
| ForAsk the Buyer | LinkBook a call with Ask the Buyer (opens in a new tab) |
General information to help you get started. It is not legal advice. Check answers carefully and take advice where you are unsure. Always follow the instructions in the tender pack you receive.