Definition
Clarification
A formal question to the buyer during the tender window.
Clarification questions are queries a supplier submits during the tender window to resolve ambiguity, gaps or apparent errors in the ITT before finalising their response. Buyers typically publish anonymised answers to all bidders, making the process an important part of preparing an accurate and competitive tender return.
How the clarification process usually works
Most buyers set a clarification deadline earlier than the main submission deadline, giving time to answer questions and publish responses before bidders finalise their submissions. Questions and answers are usually shared with all bidders in anonymised form through the e-tendering portal, so no single supplier gains an advantage from asking.
Some buyers hold a final clarification cut-off several working days before the submission deadline specifically to allow this publication step to happen properly.
What makes a good clarification question
Good clarification questions are specific, reference the exact document and clause, and identify a genuine ambiguity or inconsistency rather than asking the buyer to do the bidder's analysis for them.
Asking a clarification question can also flag a genuine specification error the buyer had not noticed, which benefits every bidder and reflects well on the questioner's diligence.
- Reference the exact document, section and clause number
- Explain the specific ambiguity, not just that something is unclear
- Avoid questions that reveal commercially sensitive strategy
- Submit well before the clarification deadline, not the last minute
What not to ask
Suppliers should avoid clarification questions that effectively ask the buyer to design part of their own methodology, or that reveal pricing strategy in a way competitors could exploit once answers are shared anonymously with everyone.
Frequently asked questions
- Will other bidders see my clarification question?
- Usually yes, though normally in anonymised form. Most buyers publish clarification questions and answers to all bidders through the e-tendering portal to keep the process fair, so avoid revealing sensitive commercial detail in the question itself.
- Is there a deadline for submitting clarification questions?
- Yes, buyers almost always set a clarification cut-off date earlier than the final submission deadline, giving them time to answer and publish responses. Check the instructions to tenderers for the exact date and submit well before it.
- Can a clarification answer change the requirements of the tender?
- Yes, a clarification answer can sometimes amend or correct the specification, in which case the buyer should issue it formally to all bidders and may extend the submission deadline if the change is significant.
Related terms