How to Correctly Submit a Tender Application — Key Points to Avoid Mistakes

Filling in and submitting a tender application can be a time-consuming process. However, most errors happen not because of the content of the documents, but because of technical or procedural mistakes during the upload and signing phase. Below are the most important points to pay attention to when submitting your application.

1. Always Sign Documents Directly on the Public Procurement Platform

Although the tender documentation may state that you can sign documents with your own software or local signing tool, in practice this often fails. The safest approach is to use the signing module provided directly on the official public procurement website. This ensures your signature is properly registered and your submission is considered valid.

2. Prepare a Document List — and Verify It Twice

Before uploading, make a clear list of all required documents, using the exact file names and structure as mentioned in the tender documentation. Once your files are ready, check this list carefully:

  • First check: Before uploading — make sure every required document exists in your local file system (not just in Google Docs or cloud drafts).
  • Second check: After uploading — verify again that every file in your list appears in the upload confirmation on the procurement platform.

It is common to forget attachments that were prepared but never downloaded or uploaded, especially when working from shared drives or online editors.

3. Double-Check the Sending Process

After signing and uploading, you must complete the sending process. On most platforms this consists of two separate steps:

  1. First click “Send” to validate and confirm your submission.
  2. Then click “Send to safe” (or equivalent) to deposit your documents securely for the contracting authority.

If you skip the second step, your documents will not reach the secure vault and your submission will not be received — even if you see a confirmation on screen.

4. Final Recommendation

Plan your submission at least one day before the deadline. Avoid last-minute uploads or signing attempts, as some platforms experience technical slowdowns near closing time. A careful double-check of the signed documents, uploaded files, and submission confirmations can prevent unnecessary disqualification.

Submitting a tender is not only about good content — it’s about precision and procedural discipline. Check twice, sign correctly, and send securely.