In the competitive world of procurement, a tender response is your one opportunity to convince evaluators that your business is the best choice. It needs to be clear, persuasive and compliant. One of the most overlooked but critical aspects of a strong submission is word count management.

https://madrigal.com.au/tender-responses

Every tender has constraints—limited word or character counts, strict formatting, and rigid evaluation frameworks. These limitations aren’t just arbitrary; they exist to level the playing field and allow assessors to make fair, efficient comparisons. Respondents who ignore these limits risk non-compliance or worse—losing marks by failing to communicate key points succinctly.

Staying within limits without losing impact

Tight word counts are a test of discipline. A compelling tender response is never bloated—it’s focused. Every sentence must carry weight. The challenge is to meet all the evaluation criteria, demonstrate capability, and convey value while staying within the prescribed limits.

Madrigal Communications works within these constraints every day. When word counts are tight, structure becomes essential. Responses must be planned to cover the key criteria in a logical flow. Superfluous introductions, generic language and vague claims are cut. What’s left is a well-argued, evidence-based statement that answers the question—and nothing else.

The risk of saying too much—or too little

Some respondents try to say everything, hoping that more detail will make their case stronger. Others try to be brief, fearing that long answers will irritate assessors. Both approaches miss the point.

Word counts are not about length—they’re about balance. Too few words may fail to show capability or understanding. Too many can bury the key messages. An effective tender response uses the full allocation wisely. That may mean using a few extra words to clarify a technical point—or trimming a line that adds no value.

Editing is where clarity happens

Great tender responses aren’t written once—they’re refined. The first draft is often over the word count. That’s expected. The real work happens in editing, where content is sharpened, repetition removed, and phrasing refined.

Madrigal Communications uses an internal review process that treats editing as a strategic exercise. We assess each sentence against the question, the evaluation criteria and the character count. We cut what doesn’t help, and keep what proves the point.

Meeting the brief means respecting the rules

Following a word count isn’t just about formatting. It shows that your organisation pays attention to the brief, respects the procurement process, and communicates with discipline. These are traits that assessors value—especially in high-stakes contracts.

A successful tender response reflects the maturity and professionalism of the bidder. Managing word counts well is a small but powerful signal that you understand how procurement works—and how to succeed within its boundaries.

About TIM ENTWISLE guest author

This guest post was written by Tim Entwisle. Tim is a seasoned communications consultant with extensive experience across government, not-for-profit, and private sectors. He founded Madrigal Communications in 2007—one of Australia’s leading tender writing agencies. Tim has led hundreds of successful tenders across construction, infrastructure, social services, energy and defence.

For more information from Tim Entwisle visit 

https://madrigal.com.au/tender-responses