When do you use it?
Use clarification questions as soon as an ambiguity, contradiction, or missing document is identified during initial tender reading. Under public sector probity rules, buyers distribute all questions and answers anonymously to every registered tenderer. As explained in our guide on tender addenda and clarifications, the timing of your submission matters: ask too early and you alert rivals to opportunities in the text; ask too late and you miss the clarification cut-off date (typically 5 to 10 business days before tender close). Answers received must immediately be reconciled against your compliance matrix.
What goes in each field?
- Question ID. Sequential internal reference (e.g. CQ-01, CQ-02) matching your matrix cross-references.
- Tender Document & Clause. Exact schedule, section, and page reference in the buyer's documentation pack.
- Ambiguity Category. Scope conflict, specification gap, contradictory contract term, or pricing schedule formatting error.
- Submitted Phrasing. The neutral, factual question submitted to the designated Contact Officer.
- Date Submitted & Channel. Submission timestamp and method (e.g. AusTender portal, secure mailbox).
- Clarification Cut-Off. The buyer's stated deadline for submitting questions.
- Buyer Response & Addendum. Verbatim excerpt of the buyer's response and the corresponding published addendum reference.
- Pursuit Impact. Operational decision triggered: update compliance status, amend pricing formula, or trigger a no-bid review.
Three reusable question framing patterns
When submitting clarification requests, avoid subjective questions such as “Can we use our proprietary framework instead?” Instead, adopt one of three neutral drafting patterns:
- Pattern 1: Resolving document conflicts. “Clause 4.2 of Schedule B specifies a 30-day transition window, whereas Section 1.3 of the Draft Contract references a 60-day mobilization period. Could the Principal please confirm which timeframe takes precedence for pricing purposes?”
- Pattern 2: Clarifying ambiguous scope boundaries. “In Section 3.1 ‘Deliverables’, item 4 requests ‘comprehensive data migration’. Could the Principal please clarify whether historical records prior to July 2023 fall within the scope of this procurement, or if migration is limited to active operational datasets?”
- Pattern 3: Correcting pricing schedule formulas. “In Schedule 5 (Pricing Schedule), cell G14 appears to omit sub-line items 3a through 3c from the total calculation. Could the Principal please confirm whether an amended pricing workbook will be issued via addendum?”