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5 Common Tender Portal Mistakes To Avoid
TenderingClara Chimedza | Apr 25, 2025 | | | |
Scrolling through tenders every day but not making any progress? You’re not alone. Many businesses face disqualification, miss deadlines, or lose out on opportunities .Not because the tenders aren’t there, but because of avoidable tender portal mistakes. These seemingly small missteps can cost you time, money, and credibility.
In this blog, we’ll break down the 5 most common tender portal mistakes that silently sabotage your bidding success. And more importantly, show you how to avoid them so you can bid smarter, faster, and more effectively.
Table of Contents
1. Registering in the Wrong Category
2. Failing to Double-Check Tender Details
3. Not Reading the Portal Manuals
4. Ignoring System Maintenance Notices
5. Not Tracking Email Notifications and Bid Status
1. Registering in the Wrong Category
Most people seriously underestimate the importance of the tender category when registering on tender portals. It’s not just a box you tick—it defines what you’re officially allowed to sell.
Far too often, small businesses leave this decision to a company secretary without giving it much thought.
But here’s the truth: if your registered category doesn’t match the tender you're applying for, you won’t even qualify to apply.
We’ve seen it happen. A construction company registered under civil works missed out on a major opportunity to supply construction materials, simply because they weren’t in the right category.
How to avoid this mistake:
First, you need to be clear on what you want to sell to the government. Take time to understand all available categories and subcategories.
If you are not sure which category your business falls under, reach out to the tender experts for guidance.
2. Failing to Double-Check Tender Details
Tenders are uploaded by people which means they’re not always perfect. Sometimes they contain errors, missing information, or even conflicting deadlines.
Yet many bidders make the mistake of assuming everything is 100% accurate and don’t take the time to verify the details.
It's crucial to carefully read through the entire tender to understand exactly what’s required and when. Failing to do so could lead to missed deadlines or disqualification simply because your bid didn’t meet the stated requirements.
We once had a contractor in our community face a tough lesson. The tender document listed the deadline as 10:30 AM, but on the eGP system, it was listed as 00:00.
They normally submit their bids at 9:00 AM on the deadline day. But when they arrived at work, they found the tender had already closed. One small oversight cost them a big opportunity.
How to avoid this mistake:
Always double-check both the eGP system and the tender documents—every deadline, specification, and instruction matters. Don’t assume they align perfectly.
If you come across anything unclear or conflicting, reach out to the procuring entity via email and request clarification. It’s better to ask early than to miss out over a simple misunderstanding.
3. Not Reading the Portal Manuals
People, by nature, often don’t like to read. And this shows up clearly in the tendering space. Many bidders register on tender portals without taking time to read the user manuals or guidelines.
As a result, they miss out on important features like email notifications, submission instructions, or how to navigate the system properly.
We’ve had several cases where contractors reach out asking for help using the eGP portal. Some even ask how to check their bid status yet all this information is clearly explained in the manual.
How to avoid this mistake:
Once you register on a tender portal, make it a priority to download and read the manuals.
Take time to understand all the submission guidelines and features available. Don’t wait until the day you want to submit to figure out how the portal works.
For our portal, while we don’t have downloadable manuals, we’ve created a Knowledge Base filled with step-by-step guides and FAQs to help you navigate the system with ease.
When it comes to the eGP portal, PRAZ often conducts free online training sessions. We highly recommend attending these to get the most out of the system and avoid confusion.
And remember, if you're ever unsure, don’t hesitate to reach out to the portal’s support team.
4. Ignoring System Maintenance Notices
Software applications are regularly upgraded for reasons like fixing security vulnerabilities, improving performance, or adding new features.
During these system maintenance periods, you won’t be able to log in. And this can seriously delay your tender submission especially if you're unaware of the scheduled maintenance times.
How to avoid this mistake:
To avoid last-minute surprises, always check for maintenance notifications on the tender portal and plan your submissions well in advance.
Also, make sure to follow the portal’s social media channels for real-time updates and announcements.
If maintenance work is scheduled around your submission time, adjust your plan accordingly to ensure your bid goes in on time.
5. Not Tracking Email Notifications and Bid Status
During the bidding process, email is the only official communication channel with procurement officers.
Tender details can change after publication, and updates like clarifications, amendments, and responses to key questions are all sent via email.
If you don’t make it a habit to check your email daily, you risk missing out on critical information that could affect your bid or even lead to disqualification.
How to avoid this mistake
Make it a daily habit to monitor your tender-related emails.
If you're a bit more advanced with email tools, you can even create filters to automatically sort tender communications into a dedicated folder. This helps you stay organized and ensures you don’t miss anything important.
Also, if you’ve submitted your bid through the eGP portal, make it a priority to regularly check your bid status within the system.
This keeps you informed of any updates or outcomes related to your submission, so you’re never caught off guard
Wrap Up
Success on a tender portal doesn’t just come from finding the right opportunities . Iit comes from knowing how to use the platform effectively.
From registration errors to overlooked notifications, avoiding these common tender portal mistakes will save you time, money, and frustration.
So take a step back, audit your current approach, and apply the tips we've covered. A few smart tweaks could be all it takes to turn missed opportunities into consistent contract wins.
Looking for tender opportunities? Searching for relevant tenders can be time-consuming. That’s why Tendertube simplifies the process by bringing together government, NGO, and private sector tenders in one place. Start your 14-day free trial today and bid smarter, faster, and with confidence! 👉 Sign up here: Try for FREE
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