How do I format staff CVs for a tender submission?

Step by step

• Read the CV requirements in the tender documents: the form itself, any page limit, whether CVs must be signed, and the minimum qualifications and years of experience for each key position.
• Fix the team first. Agree the proposed position title, and number if the RFP uses them, for each person, and use the same wording in every CV, the staffing or key personnel schedule and the organisation chart.
• Collect up-to-date CVs and fill the form for each person: the personal details the form asks for, education, professional registrations and languages, then the employment record starting with the present position.
• Choose the projects. Lead with the projects closest to this assignment in type, scale and region, and describe each in the form's columns: client, location, dates, value if asked, and the person's own role.
• Calculate the totals the form asks for, such as years of experience overall, with the firm and in the country or region, from the dates in the employment record.
• Check every CV against the minimum requirements and the page limit, and make sure people who worked on the same project describe it the same way.
• Collect signatures where the form requires them, and assemble the CVs in the order of the staffing schedule.

Common reasons tender CVs lose marks or cause non-compliance

• The CV is not in the required form, or the form has been altered.
• The position title differs from the staffing schedule, or two CVs are offered for one key position. The World Bank's Request for Proposals for consulting services, for example, allows only one CV for each key expert position and treats a proposal with alternatives as non-responsive.
• The experience shown does not demonstrate the minimum years or the specific project types the RFP asks for.
• Dates overlap, or do not add up to the years of experience stated.
• The page limit is exceeded, or signatures and certification statements are missing.

Doing it faster

The slow part is the reformatting: every person's CV rebuilt into a new form for every bid. Formatix AI takes the form as a template once, then fills it from each existing CV in about thirty seconds, using your note for each person to set the proposed position and the projects to put first. A 20-person pack comes back as editable Word files, with an Excel key personnel schedule from the same batch.

It places only what the CV and your notes contain. Missing information stays blank for your team, and the final check against the requirements stays with the bid manager. Data is processed in the UK and EU under the UK GDPR, and nothing you upload is used to train AI models.

Related

• Tender and bid CV formatting
• Tender Employee CV pack template
• How to build a key personnel schedule for a bid
• What is the World Bank TECH-6 CV format?

Frequently asked questions

Should we use our firm's CV template or the client's form?

The client's form whenever the tender documents include one. Use your firm's template only when the tender sets no format, and then use the same one for every person.

How many projects should a tender CV list?

As many as the form and page limit allow, most relevant first. Evaluators look for experience that matches the assignment, so a few closely relevant projects usually serve better than a long list of unrelated ones.

Can we reuse CVs from the last bid?

Reuse the content, not the layout: each tender's form and requirements differ. Formatix can read a CV from a previous bid in another client's format and fill the new form from it.

How much does Formatix cost for a tender pack?

One credit formats one CV, so a 20-person pack uses 20 credits. New accounts get 10 free credits, valid for 14 days, with no card. Paid plans start at £20 a month.