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How to Write a Winning Case Study for NZ Government Tenders in 2026

  • Writer: Piers Riley
    Piers Riley
  • 6 hours ago
  • 3 min read

Case studies are one of the most heavily weighted parts of a government tender response.


They turn claims into proof. Instead of saying “we can do this”, a strong case study shows evaluators that you have done it before - successfully, and in a way that’s relevant to their contract.


In New Zealand Government tenders, case studies are often used to assess:


  • Capability and experience

  • Risk and delivery confidence

  • Relevance to the scope of work

  • Likelihood of successful outcomes


A well-written case study can lift your score significantly. A weak one can do the opposite.

 

Why evaluators care so much about case studies

Evaluators use case studies to reduce risk.


They are asking themselves:


  • Has this supplier delivered something similar before?

  • Did they achieve good outcomes?

  • Do they understand the type of challenges involved?

  • Can they repeat this success on our project?


Your job is to make it easy for them to answer “yes” to all of those questions.

 

Start with the right project

Not every project makes a good case study.


Choose examples that are:


  • Similar in scope, scale, or complexity

  • Recent enough to be relevant

  • Clearly successful

  • Easy to explain in practical terms


Avoid:


  • Very old projects (over 5 years old)

  • Work that only loosely relates to the tender

  • Projects where your role was unclear

  • Examples with no measurable outcome


Relevance usually matters more than size.

 

Use a simple structure that evaluators can follow

A clear structure helps evaluators understand and score your example.

 

A format that works well for NZ Government tenders is:

 

  • Client and context

  • Challenge or requirement

  • Your approach

  • Outcome and results

  • Why this is relevant

 

See below for a breakdown of each subheading:

 

1. Client and context

Briefly describe:


  • Who the client was

  • What type of organisation they are

  • The nature of the work


For example:


  • Local council

  • Government agency

  • Crown entity

  • Infrastructure or service provider


This helps evaluators quickly judge relevance.

 

2. Challenge or requirement

Explain:


  • What the client needed

  • What problem had to be solved

  • Any key constraints (time, budget, risk, complexity)


Focus on what made the project important or demanding, not on background detail.

 

3. Your approach

This is the core of the case study.


Describe:


  • What you did

  • How you did it

  • Why you chose that approach


Include:


  • Key methods or processes

  • How risks were managed

  • How quality was maintained

  • How stakeholders were engaged


Keep it practical and specific.

 

4. Outcome and results

This is where you prove success.


Where possible, include:


  • Measurable results

  • Improvements achieved

  • Time or cost savings

  • Performance outcomes

  • Client feedback


For example:


  • Delivered on time and within budget

  • Reduced rework or delays

  • Improved service levels

  • Achieved compliance or audit approval


Avoid vague statements like “the client was very happy” unless supported by something tangible.

 

5. Why this is relevant

Make the connection for the evaluator.


Explain:


  • How this project relates to the current tender

  • What skills or experience transfer directly

  • What lessons learned apply to this contract


Do not assume they will join the dots for you.

 

Focus on evidence, not marketing

High-scoring case studies:


  • Describe what happened

  • Show what was achieved

  • Use neutral, professional language


They avoid:


  • Over-selling

  • Promotional language

  • Long background stories

  • Claims without proof


Remember: this is evidence, not advertising.

 

Keep it clear and easy to score

Evaluators often read many case studies in a short time.


Help them by:


  • Using headings or labels

  • Keeping sentences short

  • Avoiding jargon

  • Sticking to the point


If they can quickly see:


  • What you did

  • How well it worked

  • Why it matters


…your case study is doing its job.

 

Common mistakes to avoid

Case studies often score poorly because they:


  • Describe the company instead of the project

  • Focus on activities, not outcomes

  • Lack measurable results

  • Are too long or too vague

  • Are not clearly linked to the tender


A strong case study is:


  • Relevant

  • Structured

  • Outcome-focused

  • Easy to assess


Still need further guidance? Get in touch and we can help!


Our expert tender writers can help you put your tender winning case studies together.


 
 
 

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