Bid sheets are essential to the successful running of silent auctions. They provide bidders with important item information, help you track bids, and help them watch the highest bid.
A vital element on a silent auction bid sheet is the item description. It summarizes key details about the bid item, its origin and value. The description also provides an opportunity to persuade bidders on the item and sell it to them!
Here are must-have elements for a good silent auction item description and a template to help you draft your own.
There are a few must-include aspects to include in a winning description, such as:
Capture bidders' attention with a bold and persuasive headline. The headline should describe the item while implying why bidders might want it. See the headline as an opportunity to draw readers and get them curious enough to learn more by reading further.
Highlight a high-value feature of the item, such as its rare or unique features, its actual cost, how old it is for antiques and wines or where it comes from.
Use the overview to expand on the premise set by the headline. Tell the reader more about where you sourced the item, why it is valuable and what it can do for them. Again, you want to balance descriptive language with sales or persuasion. Consider what value the item could add to the bidder and paint a picture of this in the overview.
Support the overview and headline with a brief look into the item’s key features or specifics. Keep these short yet impactful, spotlighting areas bidders might find desirable.
Use a bullet point list for this section of the description for easy browsing, with a subhead like “Key features.” This accommodates people who don’t want to read the entire description but want a quick sense of why they should bid on an item.
The condition of an item is crucial to disclose to bidders. Is it new or second-hand? When was it manufactured, or how long has it been in use? These factors influence bidder choices and help you prevent challenges after bidding ends. When you disclose the item's state, bidders know what they’re ‘buying into’ and cannot return items, claiming they thought they were brand-new or unused.
Considering previous usage for twice-loved items, estimate or calculate the monetary value of bidding items and include them in the description. Knowing an item's market worth highlights the potential savings bidders get if they win it in the auction. You can also highlight other value aspects in your description, including unique cultural, intellectual or political value for items like memorabilia.
Use the description to acknowledge and show gratitude to the item donor. This can be as simple as naming them as the donor — “This item was donated by…”. You can also add a note of gratitude or appreciation for their donation. For sponsored donations, you can spotlight the business or briefly promote its products or services.
In addition to previous usage details on the item’s condition, you’ll also want to include any limitations of the bid item. Give bidders as much insight into what they’re bidding on. For coupons or tickets, for example, it’s important to state they have a time limit for use or an expiry date. Any specifics that can affect the bid prize should be included in your description.
Descriptions give bidders an excellent overview of bid items. They tell bidders more about the who, what, when and where of an item so they can make an informed decision. Descriptions also give bidders the why, acting on your behalf to persuade participants and get them to buy into the item. This makes descriptions essential for:
The ideal auction description should be 100 to 200 words and use concise language and brief sentences. Here is a template you can adapt for diverse silent auction items:
[H1: Title/Header]
[Overview: Write a brief yet captivating overview of the item. Using descriptive adjectives to create a visual narrative of the benefits of this item. Integrate interesting facts into this section.]
[H2: Key features]
[Use bullet points or a concise table format to share the main features of the item. You can also include its condition here.]
[H2: Value]
[H2: Donor]
[H2: Restrictions/Limitations]
Conclude the template by highlighting why the item is special or any particularly unique aspects of it.
[H1: Luxury Resort Spa Day for Two: All Expenses Paid!]
[Overview: Need a breather or day to relax and unwind? This all-day spa treat at the best resort in the region will give you a chance to pamper yourself and a friend or partner. Enjoy the resort’s amenities, their popular hot coal massage and all-day self-love activities.]
[H2: Key features]
[H2: Value and Donor]
The Love Life Spa and Wellness Resort graciously donated this amazing spa experience, which has a sales value of $X.
[H2: Restrictions/Limitations]
The spa voucher remains valid until 16 February 2026, and holders must book beforehand.
Take some time out for yourself with this sought-after deluxe spa experience!
Drafting, editing and completing the perfect descriptions for each of your silent auction items is one of the key steps to your event’s success. Descriptions act as your representatives during the auction, selling the item to the participants and convincing them of its value.
A perfect description balances information sharing and creating an engaging narrative. Use these impactful summaries to give participants vital context and help them visualize the experience of the item.
BiddingOwl can help you plan seamless silent auctions and design digital bid sheets with optimized silent auction software. Contact us today!