Tender clarification logs that survive later challenge

When scores sit close, clarification history becomes the first exhibit in any complaint. Panels that treat clarifications as informal chat create avoidable risk.

Minimum record to keep

1. The exact question received, timestamped
2. Whether the answer was circulated to all remaining bidders
3. The text of the answer, not a paraphrase
4. Who authorised release of the answer

Common failure

A procurement officer answers one bidder’s timing question by phone and later writes a brief note. Other bidders never see the same clock. In a pre-award integrity review, that pattern is almost always raised as a process finding even when the commercial outcome looked fair.

Habit that helps

Route every substantive clarification through the same channel used for the invitation, and attach the broadcast copy to the tender file the same day. Your future self — and any independent reviewer — will thank you.