6. Best Practices

6.1 Writing Clear Package Titles and Cover Letters

1. Keep the Package Title consistent with how the trade is referred to elsewhere on the project, so it’s easy to find later in the Procurement list.
2. Use the Cover Letter to set expectations up front — scope summary, key dates, and any site-specific conditions — rather than leaving tenderers to infer them from the attachments.
3. Avoid combining unrelated scopes in a single package; split them so each can be tracked and adjudicated separately.

6.2 Managing Recipients

4. Use the Trade > Company > Contact search to find recipients quickly rather than scrolling through the full list.
5. Review the recipient list in the Trades / Recipient / Actions table before clicking Send, even though a recipient can still be added afterwards from the Trades panel on Recipients & Submissions.
6. Use Add Contact at the point of composing a package if a subcontractor contact isn’t listed yet, rather than delaying the package.

6.3 Setting Requirements and Requested Documents

7. Only tick the Submittal Requirements and Requested Documents that are genuinely relevant to the package — a shorter, targeted list gets more consistent responses than a long generic one.
8. Reuse the same set of requirements across similar packages so tenderers know what to expect and submissions stay easy to compare.
9. Ask for an electronic Schedule of Prices on every priced package so responses can be compared on a like-for-like basis.

6.4 Staying on Top of Responses

10. Set a realistic Tender Closing Date and use the Follow Up Date to remind yourself to chase tenderers as the deadline approaches.
11. Attach documents from the correspondence workspace rather than re-uploading from your device where possible, so the package always references the latest version held in Files.
12. Review outstanding packages regularly rather than only at the Tender Closing Date, so a non-responsive tenderer can be replaced in time.
13. Watch for Will Price on Recipients & Submissions as an early signal of who’s engaged, but don’t treat it as a substitute for a full submission.

6.5 Responding to a Package

14. Click Intend to Respond as soon as you know you’ll be pricing the work, so the sender isn’t left guessing during the tender period.
15. Answer every item on Submission Criteria as you go, rather than leaving them all until the last minute — Submit stays disabled until each one has a response.
16. Attach your priced schedule and any supporting documents to the submission mail itself, so everything the sender asked for arrives in one place.
17. Use Decline as soon as you know you won’t be responding, rather than letting the package go quiet until the Tender Closing Date passes.