The Good Bid Writer: A Field Guide

Posted on 12 Oct 2011 by ACEVO Consulting
Categories: Fundraising

If there’s one thing that British people are really squeamish about it is money. Perhaps that’s why bid writing has a slightly dubious reputation as a ‘dark art’, concerned as it is with persuading one set of people to part with their money and give it to another set of people. All deeply unpleasant!

And yet many third sector organisations invest in the services of a bid writer from time to time. Sometimes it is part of a targeted campaign to extend a service or develop a new one. For others it is a question of survival under difficult circumstances. Writing grant or loan funding bids is a professional service, akin to marketing or evaluation, and as such a professional approach needs to be taken to selection and engagement. However there are some differences. In our experience, organisations feel that they are placing a great deal of personal trust in a bid writer, and furthermore often require a great deal more flexibility than they would in someone carrying out a more standard piece of consultancy work. Finding a good bid writer is therefore an endeavour fraught with risk.

The good news is that this risk can be minimised by knowing what to look for - among the many professionals who will beat a path to your door at the very hint of a bid in the offing. Based on our experience of writing bids, commissioning bid writers and sitting on bid assessment panels, we can offer the following practical hints for differentiating the good bid writer from lesser members of the species...

Can they write a good letter? Bid writing is of course all about the art of persuasion and the good bid writer will be able to write a clear and persuasive letter. Asking a potential bid writer to send you a letter will immediately weed out those with uncertain grammar and spelling and, just as importantly, those prone to hyperbole. There is nothing that screams ‘bad project’ to a funder more than an overwritten bid. A powerfully constructed argument is a good thing – if it sounds like a presidential speech that’s fantastic, but if it’s as flowery as a Barbara Cartland novel then a polite refusal is in order.
Do they listen? Having to deliver a project that is radically different from your usual way of working can break a small organisation and cause years of pain to a larger one. The good bid writer will want to get to know your organisation, especially your values and culture, so that they can write about the projects you want to deliver. They should be interested in how you do things, and in your service users or members as well as your staff. If they are not even prepared to come and visit then they are not deserving of your money.
Can they summarise? The BIG Lottery has recently introduced a 100 word limit per answer on its forms, and most funders have similar restrictions. If a bid writer can accurately summarise what your organisation does in 100 words or less, they can probably write you a good bid.
Are they realistic about what they can deliver? No-one can or should guarantee success as bid writing is by nature an uncertain business. The good bid writer should help you come up with a strategy for achieving your financial goals through a number of potential funding organisations, on the understanding that not all bids will be successful. Beware of those who over-promise, and always ask about track record. If a bid writer can tell you about their successes and failures in the course of providing genuine help for a string of clients this is a good indicator, but always ask for references and be sure to follow them up.
Have they managed projects before? It has been said that a good bid doesn’t necessarily indicate a good project but I tend to disagree. The best of bids are based on great project ideas that have been properly thought through, and those assessing bids are usually canny enough to recognise this. A bid writer who has gone through the highs and lows of managing projects will not only be able to construct a project plan more convincingly, but is also more likely to write about the kind of project that’s easier for you to deliver.
Do they challenge you? The good bid writer will have become intimately acquainted with the operation of many projects in different types of organisation and should come with a bag of practical ideas. But they should be able to present this to you in an appropriate way. Beware of those who make you feel inadequate, or who would try to impose their own way of working regardless of your organisational culture. If, on the other hand, you find someone prepared to share useful ideas and suggestions about your project and work with you in the process of firming up the project concept and scope then you will be getting real added value. And finally...
Are they clear about their fee structure? They should be able to quote a simple day rate for they work, and propose a work plan. There is nothing wrong with a ‘no win, no fee’ arrangement, but the eventual fee should be clear and not excessive, and you should think carefully about how you will afford it. Some bid writers will suggest writing themselves into the bid as monitoring or evaluation support. Again this is fine if you would like them to do this work, as it may save you time in finding someone else. However these are important roles in their own right and you need to be sure they have a track record of this type of work, and are committed to carrying it out to a high standard.

We hope you are successful in finding a good bid writer for your organisation, and remember that ACEVO Consulting is always at hand to help you in your search for this elusive creature.