How to Handle Tender Clarification Meetings & Site Briefings

Tender clarification meetings and site briefings are critical milestones in the bidding process. Done well, they reduce risk, uncover hidden constraints, and position your bid for success. Done poorly, they can create costly misunderstandings or leave you chasing answers at the last minute.

Why these meetings matter

Clarification meetings and site briefings allow bidders to confirm scope, ask questions, view existing conditions, and receive official clarifications from the client. The output (minutes, addenda, Q&A logs) becomes part of the tender record and can change pricing, programming, and contractor obligations.

Before the meeting: how to prepare

Preparation separates confident bidders from reactive ones. Use this checklist to arrive ready:

• Review all tender documents thoroughly: drawings, specs, bills of quantities, preliminaries, schedules.
• Identify areas of ambiguity, discrepancy, or technical concern and convert them into concise questions.
• Assign roles for the meeting: lead representative, technical lead, commercial lead, note-taker, and photographer (if permitted).
• Compile a prioritized question list (grouped by discipline: civils, MEP, structural, programme, commercial).
• Check logistics: meeting location, site access, PPE requirements, parking, and contact name/number for day-of coordination.
• Confirm confidentiality and recording permissions—clients may restrict photography or recordings.
• Prepare reference documents to bring: site plans, marked-up drawings, laptop/tablet, notepad, and business cards.

During the meeting: best practices

Keep the interaction professional, focused, and constructive. Use this practical approach:

• Arrive early and introduce your team; confirm the meeting agenda and expected outcomes.
• Listen actively. Let the client or their representative outline key points before firing questions.
• Ask clear, specific, and brief questions. Avoid hypotheticals that expand scope unless you need them answered for pricing.
• Take structured notes. Record the question, who answered it, and the response verbatim where possible.
• If an oral answer is given that will affect pricing or scope, request that it be issued in writing as an addendum or clarification.
• Use photos and sketches to document ambiguous site conditions—only if the client authorizes photography.
• Be mindful of safety during site briefings: follow PPE rules, stay with the escort, and do not enter restricted areas.
• If conflicting information appears between documents and site observations, flag it immediately and request formal confirmation.
• Keep emotions and commercial pressure out of the dialogue. If the client asks for immediate price commitments, defer until you’ve reviewed the written clarifications.

Key questions to ask on-site

• Are there known underground services or asbestos records? Who is responsible for confirmatory surveys?
• What are the site boundaries, access constraints, and working hours? Are there traffic or neighbour conditions to consider?
• Where are the temporary utilities and welfare facilities expected to be located?
• Are there staged works, phasing constraints, or critical dates not on the tender documents?
• What are the client’s expectations for site security, traffic management, and temporary works?

After the meeting: document and follow up

Your post-meeting actions turn verbal discussions into enforceable tender records. Follow this workflow:

• Produce meeting minutes promptly (within 24–48 hours). Include attendees, location, questions asked, official answers, and action items.
• Circulate the minutes to the client and all attending bidders, requesting confirmation that the record is correct.
• Maintain a clarifications log (RFI log) that maps each question to the written response and any resulting addenda.
• Update your risk register, cost model, and programme estimates to reflect new information.
• If critical answers are delayed, request an extension to the tender submission deadline in writing and provide justification.
• Keep copies of the site photos, sketches, and any marked-up drawings attached to your tender file.

Managing formal clarifications and addenda

Clients should issue official clarifications as amendments to the tender documents. Treat any official addendum as authoritative and ensure your bid reflects those changes.

• Track each addendum’s issue date and content—only information issued by the client as part of the tender pack should change your bid.
• Do not rely on oral assurances unless the client confirms them in writing.
• If you discover discrepancies after the close of tender, log them and be prepared to raise them during post-tender negotiations or queries.

Common pitfalls and how to avoid them

• Assuming things not stated: If a scope item isn’t explicit, ask. Don’t price assumptions as certainty.
• Poor note-taking: Unclear records lead to disputes. Use a template and capture who said what.
• Ignoring safety/site rules: Fines, delays, or being removed from site can result if you breach instructions.
• Missing deadlines for RFIs: Log response times and escalate unreturned critical queries early.
• Failing to update internal stakeholders: Make sure estimating, program and supply-chain teams receive clarifications immediately.

Sample meeting minutes outline

Use a standard format to speed distribution and ensure nothing is missed:

• Project name, tender reference, date, and location
• Attendees and organisations
• Agenda
• Questions raised (numbered) with verbatim responses and the responder's name
• Actions required, owners, and due dates
• Photographs/sketches reference
• Next steps and tender submission reminders

Quick templates you can use

Clarification question template

• Reference number
• Document/Drawings referenced
• Issue/Observation
• Question to client
• Impact if not clarified (cost/time/risk)

Email to request written confirmation of a site answer

Keep it short and factual. Example: "Following today's site briefing at [location], please confirm in writing the client's clarification regarding [issue]. Specifically, [quote the verbal answer]. Please issue as an addendum if this changes scope or programme."

Final tips

• Be proactive: The best bidders shape the conversation by asking meaningful questions early.
• Be professional: Build rapport with client representatives—relationships matter post-award.
• Keep records: Well-documented clarifications reduce commercial risk and support variations later.
• Train your team: Practice clear note-taking, question framing, and role assignment for every meeting.

Handling tender clarification meetings and site briefings well takes preparation, discipline, and follow-through. Use structured templates, enforce written confirmations, and incorporate answers into your bid model to stay competitive and protect your position.