The clarification notes are one of the most underestimated instruments in the procurement process. Used wisely, they can significantly increase your chances of winning. In this article, we share how to get the most out of them.

What Are Clarification Notes?

In every tender, interested parties have the opportunity to ask questions about the specifications. The contracting authority bundles all questions and answers in the clarification notes, which are provided to everyone.

This document is important for several reasons:

It clarifies ambiguities in the specifications
It can lead to changes in the procedure
It provides insight into what competitors consider important
It offers opportunities to better align the contract with your strengths

Asking Questions Strategically

Not every question is equally valuable. Here are three types of questions that increase your chances of winning:

1. Clarification Questions

These questions ensure you know exactly what is being asked:

“Paragraph 3.2 mentions ‘demonstrable experience.’ Can you specify which types of evidence are accepted for this?“

2. Boundary-Pushing Questions

Sometimes you can make the contract more favorable for your situation:

“The requirement of a minimum of 5 references seems disproportionate given the scope of the contract. Would you be willing to reduce this to 3 references?“

3. Innovation Questions

These demonstrate expertise and create differentiation:

“Are you open to alternative solutions not explicitly included in the specifications, provided they demonstrably lead to better results?”

What You Should NOT Ask

Some questions work against you:

Too specific questions that reveal your strategy to competitors
Questions you can answer yourself by reading the specifications
Complaints disguised as questions that make you look unprofessional
Questions about prices of competitors or market conformity

Reading the Notes as an Intelligence Source

Other people’s questions tell you a lot about the market:

Number of questions — Many questions suggest broad interest (more competition)

Type of questions — Technical detail questions indicate serious candidates

Requests for adjustments — Competitors asking for certain requirements to be relaxed probably don’t meet them

Innovation proposals — Indicates ambitious players who want to differentiate

Timing Is Everything

The deadline for asking questions is often 10-20 days before the submission date. Plan your questions strategically:

Ask early:

Fundamental ambiguities
Procedural questions
Questions that affect your entire approach

Ask late:

Detail questions (so competitors have less time to respond to changes)
Strategic questions you don’t want others to act on

When You Should Not Bid

The clarification notes can also signal when to back out:

The contracting authority refuses reasonable adjustments
Answers reveal the contract appears to be “pre-awarded”
The complexity turns out to be much greater than expected
Important questions are answered evasively

This saves you the time and cost of a hopeless submission.

Practical Tips

Read the notes from previous tenders from the same authority (via TED or e-Notification)
Ask questions anonymously if you want to protect your strategy
Be professional in your language
Document everything — the notes can be legally relevant in case of appeal

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The Clarification Notes: Your Secret Weapon in Public Procurement