Which policies do UK public-sector tenders ask for?
By the companypolicies.ai team, published by Spire Trade Advisors Ltd · Published · Last updated · 9 min read
In short
Most UK public-sector tenders ask for a core set of written policies (health and safety, equality, data protection, modern slavery, environmental, anti-bribery and quality) plus sector-specific ones. Under the Procurement Act 2023 they are used as evidence in exclusion questions, conditions of participation and scored quality questions.
How supplier selection works under the Procurement Act 2023
The Procurement Act 2023 applies to procurements commenced on or after 24 February 2025. Suppliers register their core information once on the Central Digital Platform (Find a Tender) and share it with buyers.
The government's template Procurement Specific Questionnaire (PSQ) replaces the old Standard Selection Questionnaire. It confirms your core supplier information, asks for any further exclusion information, and sets the buyer's conditions of participation, where written policies are commonly requested as evidence of technical ability.
Where policies are used as evidence
- Exclusions. Mandatory grounds in Schedule 6 include bribery, fraud, and labour market, slavery and human trafficking offences. Discretionary grounds in Schedule 7 include labour market misconduct, environmental misconduct and poor performance. Policies help show the steps you take ("self-cleaning") and that problems are unlikely to recur.
- Conditions of participation. Buyers may ask for specific policies, such as health and safety or data protection, as pass/fail evidence of technical ability.
- Award criteria. Scored questions on quality, social value and sustainability are stronger when backed by a written, dated policy.
Policies commonly requested, by sector
Individual tenders vary. Always check the specific procurement documents. This table reflects the legal duties behind each request.
| Sector | Policies commonly requested | Legal or policy basis |
|---|---|---|
| All sectors | Health & safety, EDI, data protection, modern slavery, environmental, anti-bribery, whistleblowing | HSWA 1974 s.2(3); Equality Act 2010; UK GDPR; PA23 Schedules 6 and 7; PPN 009 (modern slavery risk in central government and NHS supply chains) |
| Construction and maintenance | RAMS, working at height, asbestos, COSHH, accident reporting, waste | CDM 2015; Work at Height Regulations 2005; Control of Asbestos Regulations 2012; COSHH 2002; RIDDOR 2013 |
| Facilities management and cleaning | COSHH, lone working, emergency procedures, customer care | COSHH 2002; Management Regulations 1999 |
| Education, health and social care | Safeguarding, recruitment & DBS, whistleblowing, complaints | Children Acts 1989 and 2004; Care Act 2014; Safeguarding Vulnerable Groups Act 2006 |
| IT, digital and data | Information security, data protection, business continuity, records management | UK GDPR Art. 32; Cyber Essentials or equivalent controls for higher-risk central government and NHS contracts under PPN 014 |
| Central government contracts over £5m a year | Carbon Reduction Plan, social value, KPI reporting | PPN 006; PPN 002; PA23 s.52 |
| Professional services and consultancy | Quality, complaints, anti-bribery, data protection | Bribery Act 2010; UK GDPR |
What makes a policy acceptable to a buyer
- It is in your organisation's name and reflects how you actually operate.
- It is approved and signed by a director, with a version number and a current review date.
- It names who is responsible, and you can evidence that staff know about it.
- It is consistent with your other answers. Evaluators notice contradictions.
Get a list for your own tender in 60 seconds
Every buyer sets its own requirements, so the quickest way to see what applies to you is our free tender policy checker. Answer five questions (sector, contract type, buyer, value and workforce) and it lists the must-have and recommended policies, each with the reason and the source. You can also paste the tender's own requirements for an exact match.
Next steps
Use our tender policy checklist to see what you already have, read how the Procurement Specific Questionnaire uses your policies, or get every policy in one go with the complete bundle. Want to see the quality first? Get a free tailored Whistleblowing policy.
Frequently asked questions
What policies do I need for a tender?
Most UK public-sector tenders ask for a core set: health and safety, equality, diversity and inclusion, data protection, modern slavery, environmental, anti-bribery and quality, often with whistleblowing and business continuity. Sector-specific documents are added on top, such as safeguarding for care and education or RAMS and COSHH for construction. Our free tender policy checker builds the list for your sector, buyer and contract value.
Do small businesses need the same policies as large companies?
Buyers must have regard to the barriers SMEs face (Procurement Act 2023, s.12(4)) and should ask only for what is relevant and proportionate. In practice, small suppliers are still asked for the core policies. Some legal duties depend on size: a written health and safety policy is required at five or more employees, and a modern slavery statement only at £36m turnover, but buyers often ask smaller suppliers for the policies anyway.
Has the PSQ replaced the PQQ and the SSQ?
For procurements started under the Procurement Act 2023 (from 24 February 2025), the government's Procurement Specific Questionnaire (PSQ) replaces the Standard Selection Questionnaire, which itself replaced the old PQQ. Many people still say "PQQ". See our PSQ guide.
How recent do my policies need to be?
There is no single legal rule, but buyers commonly expect each policy to be in your company name, approved by a director and reviewed within the last 12 months. Always check the procurement documents for the buyer's own requirement.
Related guides
Sources
- Procurement Act 2023 (legislation.gov.uk)
- PA 2023 Procurement Specific Questionnaire template (Civil Service Procurement Pathway)
- Guidance: Central Digital Platform (GOV.UK)
- Procurement Act 2023 guidance documents (GOV.UK)
Written and reviewed by the companypolicies.ai team at Spire Trade Advisors Ltd, using the official sources listed above; last checked 2 October 2026. General information, not legal advice. Procurement rules and guidance change, and individual tenders set their own requirements; always check the procurement documents and current GOV.UK guidance.