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Risk mitigation is essential when using AI in tender writing and document reviews. Discover how bid teams, boards and communications leads can get the most from AI, without the risk.
Using AI for tenders and document review creates two types of risk:
- Content risks, including the limitations of AI proofreading, inaccurate information, a lack of nuance, and persuasive storytelling.
- Process risks, including the mishandling of confidential documents, failing to meet disclosure requirements, and probity concerns.
Effective risk mitigation, therefore, relies on skilled human judgement and accountability.
Why is risk mitigation required when using AI in tender writing and document review?
Because there are inherent limitations with any AI proofreading tool
AI is deeply flawed in that its training only covers certain periods of time, it makes mistakes often, and it performs tasks in a literal mindset without any human intent or context.
Because there is a clear difference between using AI for tender writing and for document reviewing, and these two tasks carry different risks
We have yet to see any evidence that AI can build a persuasive narrative – one that leverages proof points, a genuine point of difference, and the strategic case for why a business should win over its competitors. And this is what produces winning tenders.
Because using AI content at face value in government procurement can result in tender disqualification
As a large language model, but unlike a computer program, AI’s outputs can vary from one attempt to another, even when the prompt is similar. It generates responses by predicting likely word sequences because it doesn’t “know” facts, making it less reliable for factual accuracy. It can also produce plausible-sounding errors. This is why AI-generated writing needs human checking, especially in government tenders where accuracy, nuance and accountability matter.
Because using AI in tender writing and document review causes probity risks
AI is a valuable tool when used in a deliberate, knowing and targeted way. Most importantly, in instances where the user has enough baseline knowledge and experience to be able to “pub test” the results within the context of their broader understanding of the topic.
Case studies
Spinal Cord Injuries Australia(SCIA)
offers SCIA pro bono proofreading services.
The challenge
Proof Communications performed as an extension of the team within SCIA and was able to provide compelling and informative content.
What was done
Provide support within the writing and editing space specifically for the magazine articles for Accord, which is the official quarterly journal.
What was achieved
• Release the magazine as per schedule event though the team at SCIA were understaffed
• Being able to quickly adapt to the tone, voice and style of an already established magazine
• Build a continued relationship
The challenge
Proof Communications performed as an extension of the team within SCIA and was able to provide compelling and informative content.
What was done
Provide support within the writing and editing space specifically for the magazine articles for Accord, which is the official quarterly journal.
What was achieved
• Release the magazine as per schedule event though the team at SCIA were understaffed
• Being able to quickly adapt to the tone, voice and style of an already established magazine
• Build a continued relationship
StateCover Mutual Limited
Plain English across an organisation
The challenge
StateCover insures approximately 94% of eligible NSW councils and 32,000 employees. Its correspondence with injured workers, councils and rehabilitation providers read in the formal register of insurance and law, and with a one-person marketing function, it needed plain English without losing technical accuracy.
What was done
Proof Communications copy edits StateCover’s material into plain English, from claims letters to tender responses. The work is editorial rather than authorial: expert drafts reshaped for clarity and consistent tone, technical precision preserved.
What was achieved
• Plain English is now the organisational default
• Consistent tone of voice across every channel
• A one-person marketing function operating to professional standard
• A multi-year retained relationship
The challenge
StateCover insures approximately 94% of eligible NSW councils and 32,000 employees. Its correspondence with injured workers, councils and rehabilitation providers read in the formal register of insurance and law, and with a one-person marketing function, it needed plain English without losing technical accuracy.
What was done
Proof Communications copy edits StateCover’s material into plain English, from claims letters to tender responses. The work is editorial rather than authorial: expert drafts reshaped for clarity and consistent tone, technical precision preserved.
What was achieved
• Plain English is now the organisational default
• Consistent tone of voice across every channel
• A one-person marketing function operating to professional standard
• A multi-year retained relationship
Download
Practical guides for bid teams, boards and communications leads working with AI.
Can AI replace a professional proofreader?
DownloadPractical guides for bid teams, boards and communications leads working with AI.
How to get in touch
Tender Writing Services
Human-led tender writing that keeps AI in its place: accurate claims, a clear narrative, and a submission your team can stand behind.
Proofreading Services
Expert proofreading and editing that catches what AI misses: nuance, consistency, and the errors that put compliance at risk.
Awards Entry Reviews
While AI gives you a head start with your award entry, does it meet all the criteria effectively? Have a human review your entries to award-winning submissions.
Let’s grow your business via the power of words
With over 25 years’ experience of delivering winning wordsmithing to corporate Australia, you can trust Proof Communications to help you achieve your business goals through the written word.
