Written proof for bids
Client Reference Statements for Tenders
A tender asks for references from similar contracts, often on the buyer’s own form, sometimes signed, and the buyer may phone the referee to check. Your client is doing you a real favour, on someone else’s timetable. These requests explain exactly what is involved so the referee can say yes without a second email.
- Written statement, buyer’s form, or both
- Tells the referee they may be contacted
- A reusable library of statements by sector
Request builder
Write the reference request
Choose what the tender asks for. Describe the contract you want them to speak about in the same terms the tender uses, so the reference lines up with its scope.
- Ask for a written reference statement
Subject: Could you give us a reference for a tender?
Hi [Alex], We are bidding for [maintenance across twelve public buildings] for [a county council], and they ask for a reference from a client with similar work. [the facilities maintenance contract for your two sites] is the closest match we have. Would you write a short reference statement covering: - What we delivered and over what period - How we performed against what was agreed - Whether you would use us again You can write it here, or record a short video or voice note if easier: [collection link] We need it by [Wednesday 9 April]. It will be used in this bid, and we will ask before using it anywhere else. Thank you, [Sam]
- Reminder before the bid deadline
Send once, two or three days before you need it.
Subject: Re: Could you give us a reference for a tender?
Hi [Alex], a gentle reminder that our bid for [a county council] closes soon. If a full statement is too much this week, three sentences on [the facilities maintenance contract for your two sites] would still help a great deal. [collection link] [Sam]
Requests are assembled in your browser. Nothing you type leaves this page.
The problem, solved
Where tender references go wrong, and how StoryProof keeps a library ready
- Problem 1
We keep asking the same client
Your best client has been a referee for six bids this year and has started taking longer to reply.
How StoryProof solves it
Keep referees as contacts and tag each with the tenders they supported and the date, so you can see who has been asked recently before you ask again.
- Problem 2
Every bid starts from an empty folder
Statements from last year’s bids are scattered across shared drives, so the team asks for new ones under deadline pressure.
How StoryProof solves it
Collect each statement through the collection link so it lands in one library, tagged by sector, contract type and year.
- Problem 3
The statement mentions contract values
A reference written for a procurement panel often includes figures and site names the client would not want on your website.
How StoryProof solves it
Nothing submitted goes public until you approve it, so a bid statement can stay private and be used only in tenders.
- Problem 4
The referee is late and the bid closes
Tender deadlines do not move, and a referee who meant to reply on Friday is away on Monday.
How StoryProof solves it
From Pro, follow-ups send a reminder three days after the request and a final email four days later, stopping once they submit.
- Problem 5
Bid writers cannot see the library
Statements sit in the account manager’s inbox, so the bid team cannot find them without chasing colleagues.
How StoryProof solves it
Give bid writers a seat in the same StoryProof space as account managers, so the whole library is searchable by tag. Seats per space depend on your plan.
Which reference fits the tender
Tenders vary. Read the instructions and pick the client whose contract matches on more than one row.
In StoryProof
Build a reference library before the next tender
Step 1 of 4
Add referees and tag them
Add each client contact and tag them with sector, contract type and the year the work finished.
Step 2 of 4
Ask for statements between bids
Send the statement request soon after a contract finishes, when the work is fresh. StoryProof sends these by email.
Step 3 of 4
Keep bid statements private
Leave statements that mention values or sites unapproved, so they stay out of every public widget.
Step 4 of 4
Log every use
When a statement or referee goes into a bid, add a tag with the buyer and date. Next time, check the tags before asking the same person.
Before you start
What StoryProof does not do for bids
It does not fill in buyer forms
Reference forms come from the buyer as documents. The client completes and signs them; StoryProof does not handle signed files.
It does not track bids
Tags show which referee supported which tender. Deadlines, scoring and outcomes stay in your bid tracker.
Buyers may verify independently
A statement in your library does not replace the referee. If the buyer calls, the client answers in their own words.
Statements age
StoryProof keeps old statements, but many tenders want recent work. Check the date on each before you use it.
FAQ
Questions people ask
Short answers to what usually comes up next.
What should a client reference for a tender include?
The contract and its dates, what was delivered, how you performed against what was agreed, and whether they would use you again. Follow the buyer’s own form if there is one.
Can I write the reference for the client to sign?
Fill in factual parts like dates and scope for them to check, but leave the assessment in their words. Buyers may contact the referee, and a statement they did not write is hard for them to stand behind.
How often can I use the same client as a referee?
There is no fixed rule. Tell them each time, ask before naming them in a new bid, and spread requests across clients so nobody feels used.
Is a website testimonial good enough as a tender reference?
Usually not on its own. Tenders ask about a specific contract and its delivery. A general testimonial can support a case study, but a reference should be written for the bid.
Still have a question? Ask the StoryProof team or book a demo.
Have references ready before the tender lands
Collect client statements between bids, keep sensitive ones private, and see who you asked last. No credit card needed to start.
Last updated 2026-11-11.