What should each clarification record?
Write one clear question per row. Include enough context for the recipient to answer without guessing which drawing or clause the team means.
| Field | What to record | Control |
|---|---|---|
| Reference | Document and section | Preserve issued identifier |
| Question | One answerable point | Avoid bundled questions |
| Reason | Scope, design, price or submission impact | Internal field if needed |
| Response | Received answer | Record issue date |
| Bid action | Change to assumption or deliverable | Assign owner |
How should questions be written?
State the observed ambiguity, cite the source and ask for a specific confirmation. Do not hide a proposed departure inside a technical question. Keep the wording factual and give the client room to answer directly.
- One issue
- One source trail
- One requested confirmation
- No unapproved commercial position
- No unnecessary client or project detail
How do clarification responses change the bid?
Route each response to the affected scope, estimate, drawing, programme or returnable. Close the row only when the bid action is complete, not merely when an answer has arrived.
| Response type | Route to | Close when |
|---|---|---|
| Boundary confirmed | Scope and estimate | Quantity and wording updated |
| Drawing revised | Document index and design | Affected outputs rechecked |
| Format confirmed | Submission plan | Returnable assigned |
Common questions
What else should the bid team know?
Is a clarification the same as a qualification?
No. A clarification asks for information. A qualification states the bidder's position or departure and needs separate approval.
Should every internal question go to the client?
No. Review and de-duplicate questions first. Some can be resolved from the pack or by the bid team.
When is a clarification closed?
Close it when the response has been assessed and every affected bid item has been updated.
Primary sources
- Commonwealth Procurement RulesAustralian Government Department of Finance
- Additional rules: request documentationAustralian Government Department of Finance
- The Construction PlaybookUK Cabinet Office
- FAR Part 15: Contracting by NegotiationAcquisition.gov