Winning RFQs and tenders: proposal design for logistics and 3PL companies

Fibvo editorial · 10 January 2025 · 5 min read

A tender evaluation committee scoring ten submissions against a checklist will mark down a proposal that is technically strong but organised around the bidder's own structure instead of the RFQ's questions. Winning a logistics tender is as much about being easy to score as it is about the underlying capability.

Mirror the RFQ's structure exactly

If the tender document asks for information in sections A through F, answer in that order, using the same headings. An evaluator working through a checklist should be able to find each required answer without hunting through your preferred format.

• Copy the RFQ's own section headings and numbering into your response document.
• Answer every mandatory question, even briefly, rather than omitting one that seems minor — incomplete responses are often disqualified outright.
• Attach certificates, licences and insurance documents exactly as named in the requirements, not under different file names.

Where forwarders lose points before price is compared

Missing signatures, an expired certificate, or a rate quoted in the wrong currency or Incoterm can eliminate a technically compliant bid before evaluators even reach the pricing page. A short internal checklist reviewed by someone outside the person who wrote the proposal catches most of these.

Tenders are lost on formatting more often than on price. A compliant, easy-to-score proposal starts every evaluation ahead.

GeM and portal-specific tenders

For tenders run through GeM or similar government portals, keep your seller profile, certifications and past performance records updated on the portal itself, not only on your own website — much of the evaluator's initial screening happens inside the portal before your written proposal is even opened.

After submission

Log every RFQ response — what was asked, what was quoted, and the outcome. Over a year, this record shows which tender types you actually win, informing which ones are worth the effort to pursue.

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Written by Fibvo — Bengaluru and Erode, India — working with clients in other time zones. Questions, or think we have it wrong? Tell us.