As AI continues to evolve, many SMEs are asking the same question: Can we use AI to write our bids? The short answer is yes — but only if you understand the risks and limitations.

In July 2025, one UK local council received three identical tender submissions. Each had clearly been written by the same AI tool. The result? All three were immediately disqualified. No chance to explain, no points awarded — just instant rejection.

This scenario isn’t rare. Councils are tightening their checks. Many now ask for:

AI can’t do these for you. It doesn’t check the buyer’s portal for formatting. It doesn’t attach your ISO 9001 certificate. And it definitely won’t know if you forgot your insurance documents.

So, what do you do if you want to use AI to help with bid writing?

1. Avoid ChatGPT for Sensitive Content

Uploading your data — especially case studies, pricing or client names — to free or open-access tools (like ChatGPT) is not secure. Once uploaded, even “private” content may feed the model. That means your intellectual property could become part of the wider AI training data.
If you use AI, do it inside a closed, verified platform — not a chatbot.

2. Keep Your Knowledge Base Updated

No AI tool can fill in the gaps for you. To write compelling answers, your AI must be fed with:

3. Have a Human QA Your Bid

AI can draft a response. But it can’t guarantee it’ll score well. That’s why our Tender Review service exists — a fixed-fee review that includes a full RAG (Red–Amber–Green) assessment and line-by-line improvement comments. We flag compliance risks, missed mark schemes, and weak evidence.

4. Check for Hallucinations

AI tools can “hallucinate” — making up stats, timelines, or even client names. Always read the draft carefully. If a fact can’t be verified, remove it.

5. Don’t Forget the Attachments

Buyers expect a full response pack: from insurance certificates to safeguarding policies, formatted financials, and signed declarations. AI won’t upload those for you. That’s still on you.

At Tender Response, we use AI — but only where it adds real value. We use automation internally for tender qualification and tracking. We’ve tested many of the current AI bid writing platforms and, frankly, we’re still undecided if the tech is ready to be adopted at scale.

Our founder, Vicky Poole, is currently undertaking a mini-MBA in AI to explore the potential for developing a secure, in-house AI tool tailored for SMEs bidding into the UK public sector.

Want to chat about the future of AI in tenders?
 Come meet Vic at Yorkshare on August 1st.