Quick answer: A procurement debrief is feedback from a public sector buyer explaining why your bid did not win. It covers your scores on each evaluation criterion, how you compared to the winning bid, and what would have improved your response. Under the Procurement Act 2023, you are legally entitled to a debrief within 30 days of requesting one — at no cost.
Why most suppliers never request a debrief
Research consistently shows that the majority of unsuccessful suppliers never request a debrief. Common reasons include embarrassment about losing, assumption that the feedback will not be useful, or simply not knowing it is a legal right. This is a significant missed opportunity.
Suppliers who systematically request and act on debrief feedback consistently improve their win rates over time. Debriefs are the single most direct source of insight into what evaluators actually value — and what your responses are currently missing.
What a debrief should cover
Your scores per criterion
Your numerical score on each evaluation criterion — methodology, team, social value, price, and any others. This tells you exactly where you lost points.
Winning bidder scores
The winning bidder's scores (or score range) on each criterion. This shows the gap you need to close and which criteria were most decisive.
Strengths of your bid
What the evaluators found strong in your submission. Reinforce these elements in future bids.
Weaknesses of your bid
Where your response fell short and why. This is the most actionable feedback — specific weaknesses tell you exactly what to improve.
What would have improved your score
Specific guidance on what a stronger response would have included. Use this directly in your next bid for a similar contract.
How to request a debrief
Act immediately after award notification
Request your debrief as soon as you receive the award notification — ideally within 24-48 hours. Under the Procurement Act 2023, your request must be made within the assessment period (standstill) for the debrief to occur before the contract is signed, if that is important to you.
Request in writing
Send your debrief request by email to the procurement contact. State that you are requesting a debrief under the Procurement Act 2023. Keep a copy of your request and the date sent.
Specify what you want
Ask for your scores on each criterion, the winning bidder's scores, specific feedback on your strengths and weaknesses, and guidance on what would have improved your response.
Prepare questions in advance
Before the debrief, review your submission and prepare specific questions. Focus on the criteria where you scored lowest and ask for concrete examples of what a higher-scoring response would have included.
Take detailed notes
Record everything the evaluator says — verbatim where possible. Debrief feedback is most valuable when captured accurately and reviewed alongside your original submission.
Update your bid library
Immediately after the debrief, update your bid library with the feedback. Note which case studies, methodologies, or arguments scored poorly and flag them for revision before your next bid.
Debrief email template
Subject: Debrief Request — [Contract Reference] — [Contract Title]
Dear [Procurement Contact],
Thank you for notifying us of the award decision for [Contract Title] ([Reference Number]).
We would like to formally request a debrief under the Procurement Act 2023. Please could you provide feedback covering:
— Our scores on each evaluation criterion
— The winning bidder's scores on each criterion
— The specific strengths and weaknesses of our submission
— What would have improved our score on each criterion
We are available for a call or meeting at your convenience, or would welcome written feedback if preferred.
Kind regards,
[Your name]
[Company]
How to use debrief feedback to win more contracts
- ✓Create a debrief log — record feedback from every debrief and look for patterns across multiple bids
- ✓Identify recurring weaknesses — if the same issues appear in multiple debriefs, fix them at the root in your bid library
- ✓Benchmark your scores — track your average scores per criterion over time to measure improvement
- ✓Revisit your strongest case studies — if evaluators found them weak, rewrite them using the STAR method with more specific quantified outcomes
- ✓Review your social value responses — social value is frequently cited as an area where suppliers score below their potential
- ✓Use feedback to improve methodology sections — methodology is typically the highest-weighted criterion and where the most marks are available
Frequently asked questions
What is a procurement debrief?
A procurement debrief is feedback provided by a public sector buyer to an unsuccessful supplier after a contract award decision. It explains the supplier's evaluation scores on each criterion, how they compared to the winning bid, and what would have strengthened their response. Under the Procurement Act 2023, suppliers are entitled to a debrief within 30 days of requesting one.
Are procurement debriefs mandatory?
Yes. Under the Procurement Act 2023, contracting authorities must provide a debrief to any supplier who requests one, within 30 days of the request. This is a legal right for suppliers — buyers cannot refuse. Previously under PCR 2015, debriefs were required but timescales were less clearly defined.
How do I request a procurement debrief?
Contact the buyer's commercial lead or procurement team in writing — usually by email — as soon as possible after the award notification. State that you are requesting a debrief under the Procurement Act 2023 and ask for a written or verbal debrief within 30 days. Keep a record of your request.
What information should a debrief include?
A good debrief should include your scores on each evaluation criterion, the scores of the winning bidder on each criterion (or at least the range), the strengths and weaknesses of your submission, and specific feedback on what would have improved your score. Some buyers also provide the winning bidder's total score.
Can I challenge a procurement decision after a debrief?
Yes. If a debrief reveals grounds to believe the procurement was conducted unlawfully or the evaluation was flawed, you can challenge the decision. Under the Procurement Act 2023, the assessment period (standstill) of 8 working days exists specifically to allow challenges before the contract is signed. Legal challenge after signing is more difficult.
Should I request a debrief even if I won?
Yes. Even if you win a contract, requesting a debrief from evaluators can be valuable — it tells you what scored well and what could have been stronger. This feedback improves your bid quality on future contracts.
How long does a debrief take?
A typical debrief takes 30-60 minutes if conducted as a meeting or call. Written debriefs may arrive within 1-2 weeks of the request. Under the Procurement Act 2023, buyers must provide the debrief within 30 days of the request.
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