Clarification questions are an important part of the tender process, but asking more questions does not necessarily mean getting better information.
Before raising a clarification, the first question should always be: is the answer already in the tender documents?
Procurement teams notice good clarification questions. They also notice the ones that could have been answered by reading the ITT, specification, contract or pricing schedule.
When should you raise a clarification?
A clarification should resolve genuine uncertainty that could materially affect your response.
That might mean identifying conflicting information between documents, confirming something that could change your pricing or proposed delivery model, or addressing a requirement that could reasonably be interpreted in more than one way.
For example, if the specification states one mobilisation period but the contract gives another, that is worth clarifying.
If the ITT already clearly states the mobilisation period and you simply missed it, it isn’t.
What makes a good clarification question?
A useful clarification question should:
- Identify a genuine ambiguity.
- Highlight conflicting information between documents.
- Confirm something that could materially affect your pricing or delivery.
- Reduce risk for both you and the buyer.
It should also be specific.
Rather than asking:
“Can you clarify the mobilisation requirements?”
you could ask:
“Section X of the specification states a four-week mobilisation period, while clause Y of the contract states six weeks. Please confirm which mobilisation period bidders should use when developing their response.”
The second question tells the procurement team exactly what the issue is and makes it considerably easier for them to provide a useful answer.
Check before you ask
Tender packs can contain a lot of information, particularly where there are multiple schedules, appendices and supporting documents before submitting a clarification, check the full tender pack.
Search for relevant terms. Check referenced sections. Look at the specification, pricing schedule and contract rather than relying solely on the main ITT. There is little value in asking the buyer a question when the answer is sitting three pages further into the documents.
Remember that everyone may see the answer
Clarification responses are commonly shared with all bidders to maintain a fair and transparent procurement process. That means you should think carefully about what your question reveals.
A clarification shouldn’t unnecessarily disclose your solution, commercial strategy or competitive approach. The aim is to obtain the information you need to submit an accurate and compliant bid, not to tell your competitors how you intend to deliver it.
Keep your questions neutral
Clarification questions should be clear and factual. If you think a requirement is unrealistic, contradictory or potentially problematic, avoid turning the clarification portal into an argument.
Set out the relevant information, explain the point requiring clarification and ask the buyer to confirm their position. A well-written question makes it easy for the procurement team to understand the issue and provide an answer that bidders can actually use.
Don’t leave it until the deadline
Clarification deadlines exist for a reason, and they are often well before the tender submission deadline.
Review the documents early enough to identify potential issues while there is still time to ask questions, receive answers and incorporate those answers into your response.
Finding a significant ambiguity after the clarification window has closed can leave you making assumptions that affect your price, solution or compliance.
Keep a clarification log
For larger bids, clarification responses shouldn’t live solely in the procurement portal or someone’s inbox.
Keep a record of:
- the question raised;
- the date submitted;
- the buyer’s response;
- any documents or requirements affected; and
- any actions required from the bid team.
An answer to one clarification can affect several parts of a submission, from the solution and implementation plan to the commercial response.
Making sure those changes reach the right people is just as important as asking the question in the first place.
Ask questions that remove uncertainty, not questions that create more work.