By Kay Coleman, Managing Director

Every successful funding bid or contract tender starts long before I hit “submit”. There’s research, planning and plenty of unseen effort that brings everything together.

Over the years, I’ve learned that a strong submission isn’t just about good writing. It’s about telling a clear story that links the funder’s or buyer’s goals with the real impact the organisation delivers. The ones that stand out are grounded, well prepared and show exactly why that organisation can be trusted to deliver.

For me, preparation always begins with the basics. Having up-to-date policies, clear management accounts and the right supporting documents gives funders and assessors confidence. Things like safeguarding, health and safety, or equality and diversity policies might not feel exciting, but they show that an organisation is well run and ready to manage funding or contracts responsibly.

Then there’s the detail. Strong bids and tenders are built on evidence, knowing the data, understanding the need and showing the difference the work makes. A clear budget or pricing plan is another key part of that story, explaining how every pound will be used to deliver results and value for money.

The team and I bring this to life by sharing short case studies and real examples that show the difference being made. Funders and buyers want to see more than results; they want to see people. When you show that human side, it turns a bid from something informative into something memorable.

Writing for different sectors takes a slightly different approach. I always say that tenders are written in a business-focused way, while grant applications need to balance that same focus with the heart and passion behind the cause. Both need structure and evidence, but whether it’s a grant application or a tender, the writing should clearly demonstrate the difference the work makes and why it matters.

For charities, preparation can sometimes take months. It might include improving their Giving is Great score – a measure of transparency and governance based on Charity Commission data – updating policies or even recruiting a new trustee so everything is in place before the next opportunity arises.

Pulling everything together can be a challenge. Deadlines, questions and last-minute tweaks are all part of the process, but that’s also what makes it so rewarding. Whether it’s a funding bid or tender submission, there’s nothing quite like that moment when it all clicks and I know it truly reflects the organisation.

At Swanson Buck, I take pride in bringing all those pieces together, shaping each section so it flows, and making sure the final submission feels clear, confident and true to the work our clients do.

Because in the end, success doesn’t just come from what’s written on the page. It comes from the preparation, teamwork and care that go into every single bid.

And that’s what makes this work so rewarding.