Template
How to write a capability statement for government buyers
What a capability statement is, what to put on it, and how small IT firms can use a one-page capability statement to get meetings with public buyers and prime contractors.
A capability statement is your firm's résumé for government. It's widely used in the US, where contracting officers and prime contractors expect one, and increasingly elsewhere. It is not a tender response. It's a door opener.
What goes on it
Fit this on one page, two at most:
- Company name, logo and one-line description. "We build and run secure web applications for public services."
- Core capabilities. Four to six bullet points of what you do, in buyers' words.
- Past performance. Three to five short examples, with the client and a result. Public sector first.
- Differentiators. Two or three things that set you apart, such as certifications, a specialism, named experts or speed.
- Company data. Year founded, staff numbers, location, and the codes and registrations buyers look for:
- US: UEI, CAGE code, NAICS codes, GSA Schedule number, and any set-aside status.
- Canada: procurement business number, any supply arrangements or standing offers, security clearance level, and Indigenous business registration if applicable.
- UK and EU: company number, frameworks you are on, Cyber Essentials or ISO certifications.
- Contact. A named person, email, phone and website.
Tailor it
Keep a master version and tailor it for each audience. A version for a health authority leads with health work. A version for a prime contractor emphasizes what you'd add to their team, such as a specialism they lack.
Design tips
- Use your brand, but keep it clean and readable when printed in black and white.
- Lead with capabilities, not history.
- Use numbers wherever you can.
- Save it as a PDF with a clear file name, such as "Acme-Digital-Capability-Statement-2026.pdf".
Where to use it
- With every RFI response.
- At supplier days and industry events.
- When contacting prime contractors about subcontracting.
- On your website, as a download on your government services page.
- In follow-up emails after meeting a buyer.
StackBid members can build a capability statement from their profile in the bid kit.
Common questions
How long should a capability statement be?
One page is standard. Two pages is acceptable if you have a lot of relevant past performance, but most readers only look at the first.
Is a capability statement the same as a company profile?
They're similar, but a capability statement is shorter and written specifically for government buyers, with the codes and registrations they need.
Should I put prices on a capability statement?
No. Pricing belongs in quotes and tenders. You can mention that you're on a schedule or framework with set rates.