How to Write an IT Support Invitation to Tender (ITT) for UK Charities

This document could be the first ever conversation you have with your future IT partner. Get it right, and you’ll attract providers who understand your world and want to help you succeed. Create something non-descript or overly complicated, and you might end up with generic proposals that miss the point entirely.

The key is creating a document that helps both sides understand whether you’re a good fit for each other.

Before diving into technical details, help potential partners understand who you are and what you’re working towards.

This creates the foundation for everything else.

We know that potential IT Partners should, at the very least, visit your website, but sometimes, more relevant and up-to-date information can be hard to find.

Clearly articulating your charity’s technology needs helps potential partners understand how they can support your mission.

One of the biggest challenges in writing an invitation to tender is getting the level of detail just right.  Too vague, and you’ll get woolly responses. Too detailed, and you might overwhelm potential partners or ask for information they can’t provide without spending time with you first.

A helpful middle ground is to briefly describe how your organisation uses technology in everyday operations. It’s not about technical deep dives, but about giving enough context to spark relevant, informed proposals. Sharing a snapshot of your setup can help providers quickly assess compatibility and ensure their responses meet your technology needs.

Some charities and non-profits, especially those receiving significant public funding or providing public services, may be classified as a contracting authority under the UK Procurement Act 2023. Understanding whether your organisation qualifies as a contracting authority is a key part of the procurement process for charities under the UK Procurement Act 2023.

Instead of seeing these requirements as a burden, many charities find they lead to better outcomes. The emphasis on transparency and clear criteria helps attract quality responses and fosters a fair process for all.

The questions you ask in your charity IT tender can make all the difference.

Instead of tick-box questions that get tick-box answers, try questions that help you understand how providers think and work.

The questions should help you understand how well the IT partner will work in a human-led way when working with you to improve, optimise and transform your digital ecosystem. Base questions on addressing current issues and challenges you may have with your incumbent IT support partner.

Over the years, we’ve noticed a few patterns that can make tender processes less successful than they could be. Following tender writing best practices — like keeping requests manageable and focusing on value — can significantly improve your outcomes.

Keep Initial Requests Manageable

Rather than requesting detailed technical audits and comprehensive transition plans upfront, focus on understanding the approaches and philosophies. You can dive into the technical details once you’ve found providers who align with your values and goals.

Make It About Your World

Generic corporate tender templates often miss what makes charities special, like the need to support volunteers, integrate with fundraising systems, or work with trustee governance. Make sure your tender reflects your actual working environment. Describe your current non-profit IT infrastructure, including any legacy systems or unique configurations that may affect service delivery.

Balance Cost with Value

Whilst budget matters (especially for charities), making price the biggest factor often attracts providers who’ll cut corners to win. Consider balancing cost with service quality, strategic thinking, and how well they understand your sector.

Share High-Level Tech Context Early

Leaving out high-level details about your non-profit IT infrastructure can lead to generic or misaligned proposals. Providers may price based on users, devices, or platforms—so mention whether you use Microsoft 365 or Google Workspace, and outline your charity technology needs. For example, do you work remotely using SharePoint, or rely on on-premise servers? Sharing this context supports better IT service provider selection and ensures your IT support contract requirements are addressed from the start.

Your evaluation criteria should reflect what success looks like for your organisation.

Your IT service provider selection should be based on more than just cost—it should reflect alignment with your values, goals, and sector-specific needs.

Four core topics for evaluation should include:

1. Great Service
2. Strategic Partnership
3. Transparency and Value
4. Cultural Fit

How you split the weighting for each criteria topic should reflect your organisation’s goals and IT strategy.

Establishing clear vendor evaluation criteria ensures a fair and transparent selection process.

The best Managed IT Support partnerships don’t start with complicated procurement processes – they start with clear, honest conversations about what you’re trying to achieve and how technology can help.

Your tender document is an invitation to start that conversation. Make it welcoming, clear, and focused on what matters to your organisation, and you’ll attract partners who want to help you succeed.

A well-crafted ITT can be the first step in driving digital transformation for charities, enabling smarter service delivery and long-term impact.

If you’re thinking about finding a new Managed IT Support partner, we’d love to chat. IT Champion works with charities across the UK – from community groups to international organisations – helping them use technology to amplify their impact without getting bogged down in technical complexity.

We believe great IT support should feel like having a knowledgeable, patient colleague who’s always ready to help. We specialise in delivering managed IT services UK-wide, focused to the needs of our clients within the charitable and NFP sector.

Whether you’re planning a tender process or just want to explore your options, we’re here to help.