# How to ask questions during a tender and handle addenda

> Every public tender names a contact and a deadline for questions, usually several days before closing. Ask in writing through that channel only. Answers are normally shared with all bidders in an addendum, which can change the scope, forms or closing date. Register on the official posting so you're notified, and acknowledge every addendum in your bid.

By James DeGreef. Updated 2026-10-24. Facts checked 2026-10-24. Source page: https://crewbid.tech/guides/tender-questions-addenda

The question period is the only time you can change the tender in your favour before you bid. Used well, it fixes vague scope, removes requirements nobody could meet, and sometimes buys you more time. Used badly, or not at all, it leaves you guessing.

## How do I ask a question?

The tender names one contact person (often in purchasing, not the department that needs the work) and a deadline for questions. Use that channel only:

- **In writing**, usually by email or through the portal's question feature.
- **Before the deadline.** Late questions may not be answered.
- **To the named contact only.** Don't call the parks manager or the school principal to ask about the tender. Many tenders say contact with anyone else can disqualify you, and it's there to keep the process fair.

## Will other bidders see my question?

Usually yes, without your name. Buyers share questions and answers with everyone in an addendum, because giving one bidder information the others don't have would be unfair. That's not a reason to stay quiet: if something is unclear to you, it's unclear to your competitors, and the bidder who asked gets the answer just as early as everyone else.

If your question would reveal something genuinely confidential about your approach, word it more generally.

## What's worth asking?

Ask when the answer changes your price, your compliance or whether you bid at all:

- **Quantities and scope:** "Appendix B lists 12 sites but the pricing form has 11 lines. Which site is excluded?"
- **Service levels:** "Is the 2-hour response time measured from the call or from the start of snowfall?"
- **Requirements you can't meet as written:** "Would $3 million CGL be accepted in place of $5 million for this scope?"
- **Conflicts between documents:** "Section 4 says monthly reporting; Appendix C says weekly. Which applies?"
- **The timeline:** "Given the site meeting is three days before closing, would the City consider an extension?"

Ask specific questions that point to the page and section. Vague questions get vague answers.

## What is an addendum?

An addendum is an official change or clarification issued before closing. Addenda can:

- Answer questions.
- Change the scope, quantities or specifications.
- Replace forms or pricing sheets.
- Move the closing date.

Most tenders require you to acknowledge every addendum, often on the submission form. A missed acknowledgement can make your bid non-compliant, and pricing an old version of the scope can cost you the job or your margin.

## How do I make sure I never miss an addendum?

- **Register on the official posting** as a plan taker, follower or "interested supplier", so the portal emails you when an addendum is issued.
- **Check the posting yourself** in the last few days before closing, and on closing day. Addenda can be issued late.
- **Use the latest forms.** If an addendum replaces the pricing form, the old one may not be accepted.
- **List every addendum** on your compliance checklist with a box to tick. See [how to read a tender](https://crewbid.tech/guides/how-to-read-a-tender).

## Can a site meeting replace questions?

No. What's said at a site meeting usually isn't binding unless it's confirmed in an addendum. If something important comes up at the meeting, submit it as a written question so the answer is official.

## Where to go next

If you lose despite a good bid, [ask for a debrief](https://crewbid.tech/guides/bid-debrief). For terms you'll meet in addenda, see [tender words in plain English](https://crewbid.tech/guides/tender-terms-glossary).

## Sources

- [How the government buys (Government of Canada)](https://www.canada.ca/en/public-services-procurement/services/acquisitions/support-for-businesses/understand-procurement-process/how-government-buys.html)
- [BC Bid for suppliers (Province of BC)](https://www2.gov.bc.ca/gov/content/bc-procurement-resources/bc-bid-resources/bc-bid-for-suppliers)