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It addresses complex language, lack of consistent structure, and not mirroring the customer’s phrasing, emphasizing customer-aligned positioning, clear compliance, and a single cohesive tone of voice. It also includes practical approaches for structuring contributions across technical writers and prompts.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/the-ultimate-guide-to-bid-proposal-writing-writing-best-practices-for-winning-proposals/240457/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/the-ultimate-guide-to-bid-proposal-writing-writing-best-practices-for-winning-proposals/240457.png","ImageObject",442,249,{"name":88,"@type":89},"wps_ap_test_251126_0180","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-19","2026-09-11",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",6,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What are the main barriers proposal teams face according to the survey results?","Question",{"text":109,"@type":110},"The survey ranks barriers including not focusing on the customer, not having a consistent structure, and using complex language, with additional concern about keeping a single tone of voice.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How should teams speak the customer language in a bid or proposal?",{"text":114,"@type":110},"Teams should identify and mirror the customer’s phrasing and writing style to maintain consistent terminology and avoid conflicting language throughout the proposal.",{"name":116,"@type":107,"acceptedAnswer":117},"What practices help ensure compliance and clarity when multiple contributors write?",{"text":118,"@type":110},"Teams should prioritize compliance and requirements in a direct, concise format that is easy for evaluators to digest, avoiding over-complication and keeping the proposal’s overall theme consistent.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},240457,1790890446,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":136,"language":137,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":138,"faqs":139,"seo_title":140,"seo_description":61,"update_tm":141,"read_time":142},8796095027276,"https://avatar.qwps.com/avatar/d3BzX2FwX3Rlc3RfMjUxMTI2XzAxODA=","Executive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \nExecutive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \nContents  \nIntroduction 03  \n\n| Speaking the customer language and related challenges | 04 |\n| --- | --- |\n| How can VT Writer help? | 09 |\n| Checklist | 11 |\n| Generative AI in GovCon | 13 |\n| Creating Effective Prompts | 16 |\n\nCase Study 21  \n2  \nExecutive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \nIn our webinar,“The Art Of Proposal Writing”, we explored the biggest writing challenges facing proposal teams. And, with the help of:  \nJulia Desantis  \nProposal and technical writer at Noridian Healthcare Solutions  \nAmy McGeady  \nSenior vice president, strategic services at Shipley Associates  \nWe put together their learnings to help you write better proposals.  \nPrior to the webinar, we also surveyed the registrants on what they felt was the largest barrier to success. These were people working in Proposal writing roles. We asked them to rank these specific factors in order of importance:  \n1. Complex language  \n2. Not focusing on the customer  \n3. Keeping a single tone of voice  \n4. Not having a consistent structure  \nFrom the data below you can see that ‘Not having a consistent structure’came in second with 13.64%(3) . Followed by ‘complex language’ with 9.09%(2) . And finally,‘keeping a single tone of voice’ with 4.55%(1 respondent) .  \nIndustry professionals have raised these 4 barriers with us time and time again. So, we wanted to address each in turn. And with the help of our panel of industry professionals, give you tips and best practices.  \n22 separate organizations completed the survey. 72.73%(16 respondents) said that the largest barrier was not focusing on the customer.  \n9.09% Complex Language  \n4.55% Keeping to a single tone of voice  \n72.73% Not focusing on the customer  \n13.64% Not having a consistent structure  \n3  \nExecutive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \n4  \nExecutive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \nSpeaking the customer language and related challenges  \n4  \nExecutive Summary  \nThe Ultimate Guide to Bid & Proposal Writing  \n1. Speaking customer language  \nWhen reviewing proposals, identifying & mirroring customer phrasing and writing style can be one of the best ways to resonate with your customer. By doing so, you can create a response in a style that the customer is used to. This will avoid conflicting terms and will keep the language consistent throughout the proposal. We blogged on mirroring before, and this is one important aspect of this technique.  \n2. Being compelling  \nBeing compelling is all about demonstrating the value of the partnership over the competition. This speaks to the human level of evaluating a proposal. Often it is the differentiator between proposals. To do this right, the proposal needs to be constructed from the customer’s position. It should link their challenges back to how best you solve it, rather than leading with what you do, and using excessive boilerplate. The proposal needs to focus on why you are the best fit to solve the customer’s specific problem. As opposed to focusing on what you do well.  \n3. Aligning tech contributors  \nWhen you have multiple people from different teams contributing to a proposal, writing may not be their primary focus. The challenge is being able to focus on compliance and addressing requirements in a direct and concise manner. And in a way that is easily digestible for valuators. Avoiding over complication is key here and making that message stick with the overall theme of the proposal.  \n4. Single tone of voice  \nA major struggle we see with our customers is crafting a single style which consistently supports an overall theme. Often, they need to deliver complex information in a concise and digestible way. Part of this challenge is the ability to incorporate industry and company style guides. The goal is that the effect of the overall proposal is gre","cbCaiaDltt5hFzuu","https://ap.wps.com/l/cbCaiaDltt5hFzuu","pdf",2803742,22,"English","# Introduction\n## Speaking the customer language and related challenges\n## How can VT Writer help?\n## Checklist\n## Generative AI in GovCon\n## Creating Effective Prompts\n# Case Study\n## Speaking customer language\n## Being compelling\n## Aligning tech contributors\n## Single tone of voice","[{\"question\":\"What are the main barriers proposal teams face according to the survey results?\",\"answer\":\"The survey ranks barriers including not focusing on the customer, not having a consistent structure, and using complex language, with additional concern about keeping a single tone of voice.\"},{\"question\":\"How should teams speak the customer language in a bid or proposal?\",\"answer\":\"Teams should identify and mirror the customer’s phrasing and writing style to maintain consistent terminology and avoid conflicting language throughout the proposal.\"},{\"question\":\"What practices help ensure compliance and clarity when multiple contributors write?\",\"answer\":\"Teams should prioritize compliance and requirements in a direct, concise format that is easy for evaluators to digest, avoiding over-complication and keeping the proposal’s overall theme consistent.\"}]","The Ultimate Guide to Bid & Proposal Writing - Writing best practices for winning proposals | PDF",1789161713,8]