Everything you need to know about bid writing for schools

Bid writing, especially for schools, can initially feel overwhelming—but it doesn’t have to be. If you possess strong writing skills and can effectively showcase the strengths of your school, you’re well on your way to a compelling submission.

Everything you need to know about bid writing for schools

Bid writing, especially for schools, can initially feel overwhelming—but it doesn’t have to be. If you possess strong writing skills and can effectively showcase the strengths of your school, you’re well on your way to a compelling submission.

That said, bid writing is more than just good writing. It’s a structured, strategic process—much like crafting a persuasive essay—where the goal is to convince the evaluator why your school not only meets the requirements, but stands out above the competition. Every section must clearly demonstrate your capability, compliance, and value.

There are multiple elements that feed into a strong bid: understanding the buyer’s needs, evidencing impact, managing word counts, and aligning with evaluation criteria, to name just a few. Mastering these areas takes time, and that’s where targeted training can make a big difference.

We recommend exploring our bid writing courses for a more in-depth look at the strategies and skills that lead to successful bids.

What is bid writing for schools?

Bid writing for schools is the process of preparing and submitting formal proposals, often in response to a tender or funding opportunity with the aim of securing contracts, grants, or resources to support the school's services, operations, or development projects.

What is the difference between grant writing and bid writing?

Put simply, grant writing involves applying for funding; typically from government bodies, charitable foundations, or non-profits to support a specific cause, project, or initiative. These applications often focus on demonstrating social impact and alignment with the funder’s values or mission. There's often an emotional or purpose-driven element, highlighting community benefit or educational outcomes.

Bid writing, on the other hand, is a more commercial and competitive process. It usually involves responding to a formal tender or procurement process, where multiple organisations compete to deliver goods or services. Bid writing is typically more technical and evidence-driven, focusing on demonstrating value for money, compliance with specifications, and the capability to deliver the contract efficiently and effectively.

What skills do you need to be a bid writer?

In addition to a solid understanding of the area you’re bidding for, a successful bid writer for schools must have excellent written communication skills, along with the ability to research thoroughly and ‘sell’ the school. Strong attention to detail and effective project management are also key, ensuring that every bid is accurate, compelling, and aligned with the requirements of the contract opportunity.

Other vital skills include strategic thinking, to align the school’s strengths with funders’ priorities; analytical skills, to interpret and respond precisely to bid criteria; and the ability to work under pressure and meet tight deadlines.

Interpersonal skills are also important, as bid writers often collaborate with multiple stakeholders, including school leaders, finance teams, and external partners on the bid.

Proficiency in IT and the ability to use bid management or document formatting tools can also give candidates a competitive edge.

Is bid writing difficult?

Bid writing can be intensive, challenging, and time-intensive. It often involves navigating complex requirements, working to tight deadlines, and drawing on a wide range of skills. The skills needed for successful bid writing can absolutely be learnt - and with the right development, it can be highly rewarding.

Ready to build your confidence and capability? Start with our course: Supercharge Your Bid Writing Skills

Basic bid writing dos and don’ts

DO

• Structure your response around their marking criteria. If the bid allows for free formatting, use the funder’s marking or evaluation criteria as your guide. This ensures your response is easy to follow and directly addresses what the assessors are looking for.
• Lead with value. Begin your bid by clearly stating the value of your project. Why does it matter? What problem does it solve? Immediately capture the funder’s attention by highlighting your project's purpose and benefits.
• Describe your project in detail. Go beyond the surface. Be specific about objectives, timelines, activities, and outcomes. If you think you’ve given enough detail, add a little more; this shows preparedness, confidence, and thorough planning.
• Use an active voice. Keep your writing direct and engaging. For example, say “Our school will launch a literacy intervention program” instead of “A literacy intervention program will be launched.”
• Meet the word count—but don’t pad. Always use the full allowance where possible, but ensure every word counts. Avoid fluff or repetition. Every sentence should add value.
• Provide a full, transparent budget. Break down costs clearly. If your project exceeds the grant amount, explain where the additional funding will come from. Also, outline how the project will be sustained beyond the funding period.
• Highlight impact. Show the human side. How will this funding change lives? Include stories, projected outcomes, and clear benefits to pupils, staff, or the wider community.
• Align with funder goals. Demonstrate how your project supports their mission and values. Explicitly connect your work to their priorities and objectives.
• Research your reader. Understand who’s reading your bid—be it a trust, foundation, or government body. Tailor your tone, language, and content accordingly. Mention any shared aims or values.
• Explain why you need the funding. Be clear and specific about the challenge you're addressing. Focus on your school’s unique needs rather than general sector-wide issues.
• Ask for help. Bid writing is collaborative. Have colleagues proofread, fact-check, and provide input. A second opinion can make a huge difference.
• Include evidence. Support your claims with data, reports, or case studies. Cite sources for statistics or research. Funders want to see a strong evidence base.

DON’T

• Don’t assume prior knowledge. Avoid jargon and acronyms unless fully explained. Provide essential background about your school: location, demographics, recent achievements, so the reader understands your context.
• Don’t focus solely on negatives. While it's important to outline the problem, don’t dwell on what's broken. Balance the challenges with a clear vision of hope, progress, and positive outcomes.
• Don’t overlook legacy and sustainability. Funders want their investment to have lasting impact. Clearly explain how your project will continue benefiting pupils and staff in the long term.
• Don’t underestimate the process. Bid writing is time-intensive. From research and stakeholder engagement to writing and editing, give yourself plenty of time. Rushed bids are rarely successful.
• Don’t copy-paste generic content. Avoid boilerplate language.  Answer the question fully. Tailor each bid to the specific opportunity and funder. A personalised, targeted approach is always more persuasive.
• Don’t ignore formatting and presentation. Make sure your bid is clean, easy to read, and professionally presented. Poor formatting or inconsistent styles can distract from your message.
• Don’t be vague or overly ambitious. Stay realistic about what you can achieve with the resources you're requesting. Funders prefer projects with clear, deliverable outcomes over vague promises.

Want to learn more?

We have a range of school bid writing courses perfect for everyone – from bid writing beginners through to pros who want to enhance their skills and up their next proposal. Led by industry-leading experts with years of real-world education experience, you’ll be in safe hands. Book your course now.

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