How to Write a Capabilities Statement

A capabilities statement is your business's government contracting résumé. Before you touch DeepRFP or submit a single bid, you need one of these — and this guide will walk you through building yours from scratch, no consultant required.

In this guide:

• What a capabilities statement actually is (and why it matters)
• What goes inside one (the 6 core sections)
• Common mistakes beginners make
• A fill-in-the-blank template you can use today
• What to do after you have one

What Is a Capabilities Statement — And Why Does It Matter?

Think of a capabilities statement as your business's one-page résumé for the government. It's a professional document that tells contracting officers, prime contractors, and agency buyers exactly who you are, what you do, and why you're qualified.

Here's the thing most beginners don't realize: you'll need this before you ever submit a bid. Contracting officers ask for it. Prime contractors ask for it at networking events. It's the first thing someone reads when they're deciding whether to take you seriously.

The good news? It's not complicated. It's one page. And you don't need to pay anyone $500 to write it.

The 6 Sections Every Capabilities Statement Needs

1. Core Competencies

What does your business actually do? List your top 3–5 services or products in plain language. No fluff, no filler. Be specific.

Example: “IT help desk support, network infrastructure installation, cybersecurity compliance auditing”

2. Past Performance

Have you done this work before — for anyone? Government, private sector, even volunteer work counts when you're starting out. List 2–3 examples with the client name, what you did, and the outcome.

No past performance yet? Be honest. Write: “Currently seeking first government contract opportunity.” It's not a dealbreaker for small set-aside contracts.

3. Differentiators

Why should they pick you over someone else? This is your 2–3 sentence pitch. Think about what makes your business unique — your certifications, your speed, your niche expertise, your location.

4. Company Data

The nuts and bolts. Include:

• Business name and legal structure
• CAGE Code (from SAM.gov)
• UEI Number (from SAM.gov)
• NAICS Codes (your top 1–3)
• Business certifications (SDVOSB, WOSB, 8(a), HUBZone, etc.)
• Point of contact, phone, email, website

5. Logo and Branding

Yes, design matters. A clean, professional layout signals that you take your business seriously. Keep it simple — one page, readable font, your logo at the top.

6. Tagline or Mission (Optional but Recommended)

One sentence that captures what you're about. Think of it as your elevator pitch in writing.

Common Mistakes Beginners Make

• Making it too long. One page. That's the rule. If it doesn't fit, cut it.
• Being vague. “We provide excellent services” means nothing. Be specific about what you do.
• Skipping the certifications. If you're an SDVOSB, WOSB, or any set-aside category — PUT IT FRONT AND CENTER. That's your competitive edge.
• Never updating it. Every time you win a contract, add it to past performance. This document grows with you.

Example Capability Statement

Before building your own, take a look at a completed example. This will help you visualize the layout, sections, and level of detail that typically appears in a professional capability statement.

Tap the image to enlarge and explore the full example.

Fill-In-The-Blank Template

Use this as your starting point. Copy it, fill it in, clean up the formatting, and add your logo.

What to Do After You Have One

Your capabilities statement is done — nice work. Now it's time to actually use it.

Bring it to every networking event. Have it ready as a PDF to email on the spot. And when you start responding to RFPs, you'll pull from it constantly — your core competencies, your differentiators, your company data. It becomes the foundation everything else is built on.

The Bidding Compass — Pointing Your Business in the Right Direction.