Invitation to Tender (ITT): Meaning, Process and Example
An Invitation to Tender (ITT) is a formal procurement document used by organisations to invite suppliers to bid for a contract. It sets out the buyer’s requirements, evaluation criteria, pricing structure and submission instructions, allowing suppliers to prepare a competitive and compliant tender response.
ITTs are commonly used in public sector procurement and large private sector contracts. They usually follow a pre-qualification stage, such as a Selection Questionnaire (SQ) or PQQ, where suppliers are shortlisted before being invited to submit a full bid.
Why are ITTs important?
Invitation to Tenders are an important part of the procurement process because they help buyers assess suppliers fairly, consistently and transparently. For suppliers, an ITT is the opportunity to demonstrate experience, methodology, value for money and overall suitability for the contract.
What is an Invitation to Tender (ITT)?
An ITT is the main stage of the tendering process where buyers assess suppliers based on quality, price and overall suitability. At this stage, suppliers must submit detailed responses demonstrating their experience, methodology and ability to deliver the contract.
The purpose of an ITT is to ensure a fair, structured and transparent procurement process, enabling buyers to compare bids consistently and select the most economically advantageous tender.
What does an ITT include?
A typical ITT provides suppliers with all the information required to prepare a response. While formats vary, most ITTs include:
- ITT / Cover Letter: Instructions and overview of the opportunity
- Specification: Detailed description of the required goods or services
- Scope of Work: Contract objectives, timelines and deliverables
- Submission Instructions: How and when to submit your response
- Evaluation Criteria: How the bid will be scored, for example quality versus price
- Pricing Schedule: Cost breakdown requirements
- Terms and Conditions: Contractual obligations
- Appendices: Supporting documents such as templates, KPIs and response forms
For framework agreements, the ITT may also include details on how multiple suppliers will be appointed.
What is the ITT process?
The ITT stage follows a structured process for suppliers:
- Receive the ITT invitation
- Review the tender documents and specification
- Submit clarification questions
- Prepare your tender response
- Complete pricing schedules and supporting documents
- Conduct internal reviews and checks
- Submit before the deadline
- Await evaluation and contract award decision
Each stage requires careful planning to ensure compliance and maximise scoring potential. If you need support with structure, drafting and review, see our guide on how to write a tender.
ITT vs PQQ vs RFP vs RFQ
ITTs form part of a wider procurement process and are often confused with other stages:
- PQQ / SQ: Pre-qualification stage used to shortlist suppliers
- ITT: Full tender stage where detailed responses are submitted
- RFP (Request for Proposal): Used when the buyer is open to different solutions or approaches
- RFQ (Request for Quotation): Focused primarily on price
Understanding these stages helps suppliers position their responses more effectively and avoid confusion when reviewing procurement documentation.
Example of an ITT
For example, a local authority may issue an ITT for facilities management services. The ITT would include a detailed specification, performance requirements, pricing templates and scoring criteria. Suppliers would then submit responses outlining how they will deliver the service, supported by case studies, methodology and pricing information.
In many cases, suppliers will also need to follow a specific tender proposal format to ensure their submission is compliant.
Common ITT mistakes
Many suppliers lose marks due to avoidable mistakes, including:
- Failing to answer questions fully
- Providing generic or weak responses
- Lacking evidence or relevant case studies
- Submitting incorrect or unclear pricing
- Missing deadlines or attachments
A structured and well-planned response is essential to remain competitive. Businesses that need additional support often use bid writing services to improve quality and compliance before submission.
When should you bid for an ITT?
Before responding to an ITT, consider whether the opportunity is right for your business:
- Do you have relevant experience?
- Can you meet the contract requirements?
- Do you have sufficient resources and time?
- Is the opportunity financially viable?
- Can you compete effectively?
Carefully selecting opportunities improves your overall bid success rate. If you are new to tendering, it can also help to understand what a bid writer does and where specialist support adds value.
FAQs
What does ITT stand for?
ITT stands for Invitation to Tender, a formal request for suppliers to submit bids for a contract.
What is included in an ITT?
An ITT typically includes the specification, pricing schedule, evaluation criteria, submission instructions and contract terms.
How do you respond to an ITT?
Suppliers must review the documents, answer all questions clearly, provide evidence of experience and submit their response before the deadline.
Is an ITT only used in the public sector?
No. ITTs are most common in public procurement, but they are also used in large private sector contracts.
What happens after submitting an ITT?
The buyer evaluates all submissions against the scoring criteria and awards the contract to the highest-scoring supplier.
Written by Joshua Smith, a seasoned bid-writing expert with experience across the UK, Middle East, and US, helping organisations secure the contracts they deserve through high-quality, competitive tender responses.
Need help responding to an ITT?
Our bid writing consultants support suppliers with planning, writing and improving tender responses to maximise scores and win rates. Whether you need a full bid written or support reviewing your submission, we can help you compete more effectively.