Definition
Shortlist
The set of suppliers invited to the next stage.
A shortlist is the smaller group of suppliers selected to proceed to a further stage of a procurement, such as an ITT following a PQQ, or a final negotiation or presentation stage following initial tenders. Shortlisting is typically based on scores against selection or initial evaluation criteria, sometimes combined with a stated maximum number of bidders to progress.
Where shortlisting fits in a procurement process
Shortlisting most commonly occurs after a selection questionnaire (SQ) or PQQ stage, narrowing a larger pool of interested suppliers down to those invited to submit a full tender. It can also occur mid-procurement in competitive dialogue or competitive procedure with negotiation, where the number of remaining bidders is reduced at defined stages.
Some procedures state in advance a maximum number to be shortlisted (for example the top five scoring suppliers), which should be disclosed in the procurement documents from the outset.
Improving shortlisting chances
Because shortlisting decisions are usually based purely on scored responses to defined questions, the same discipline that applies to full tenders applies here: answer the specific question asked, evidence claims with relevant experience, and respect word or page limits, since PQQ-stage evaluators often have limited time per submission.
- Confirm whether a fixed shortlist number is stated in the documents
- Prioritise questions carrying the highest weighting at this stage
- Provide directly relevant reference projects, not generic company history
- Check mandatory financial and insurance thresholds before submitting
Frequently asked questions
- How many suppliers are typically shortlisted in a UK tender?
- It varies by procurement and should be stated in the procurement documents if a fixed number applies, but figures such as three to six suppliers are common at ITT stage following a PQQ, particularly for complex or high-value contracts.
- What happens if I am not shortlisted?
- You are typically notified and, for above-threshold procurements, can usually request feedback on your PQQ or initial submission score, similar to a tender debrief, to understand why you were not taken forward.
- Can I ask to be added to a shortlist if I was unfairly excluded?
- You can raise concerns with the buyer and, if you believe the process was applied unfairly or inconsistently, seek legal advice about a formal challenge, though these must generally be raised quickly, often within a matter of days of the outcome.
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