A capability statement is the one-page document that tells a buyer, in about a minute, what your company does, why it is different, what it has delivered and how to reach you. Contracting officers use it when they research the market, small business specialists use it to match firms with upcoming buys, and prime contractors use it to pick subcontractors and teaming partners. This chapter explains the anatomy of a strong capability statement and gives you five copy-ready capability statement templates: a one-page general version and variants for construction and trades, IT and technology, professional services, and nonprofit and human services, plus the short email that gets it read.
Each template is plain text with [SQUARE_BRACKET] placeholders, laid out section by section so you can paste it into any design tool or word processor. A field guide under each template explains what to put in every placeholder and gives a realistic example.
What is a capability statement, and who reads it?
Think of it as your company's resume for public and institutional buyers. It is not a brochure and not a proposal. A brochure sells to anyone; a proposal answers one solicitation in depth. A capability statement sits in between: short enough to scan in a minute, specific enough for a buyer to decide whether to call you, invite you to quote or keep you on a list of capable firms.
It matters most before a solicitation exists. Federal contracting officers research the market before they buy, and that research often decides whether a purchase is set aside for small businesses. As of 2026, most federal purchases above the micro-purchase threshold ($15,000) and up to the simplified acquisition threshold ($350,000) are generally reserved for small businesses when the contracting officer expects offers from at least two capable small firms. The capability statements in hand are part of that evidence. Thresholds are adjusted periodically and have exceptions, so confirm the current figures with the agency.
- The standard length
- 1 page
- A two-page version is acceptable for complex firms; one page is the safe default.
- Characters in a Unique Entity ID (UEI)
- 12
- Assigned through your federal entity registration.
- Characters in a CAGE code
- 5
- Federal buyers look for it next to your UEI.
- Digits in a NAICS code
- 6
- List the codes you are registered under, primary first.
| Situation | Who reads it | What they decide |
|---|---|---|
| Responding to a sources sought notice or request for information (RFI) | Contracting officer and program staff | Whether enough capable small businesses exist, which can lead to a set-aside |
| Introductory email or meeting with a small business specialist | An agency's small business office (at federal agencies, often the Office of Small and Disadvantaged Business Utilization, or OSDBU) | Whether to introduce you to buyers and point you to upcoming purchases |
| Matchmaking events, industry days and outreach fairs | Buyers and prime contractors, often in five- to ten-minute meetings | Whether to follow up after the event |
| Teaming and subcontracting outreach | A prime contractor's capture team or supplier diversity office | Whether you fill a capability gap or a participation goal on their bid |
| Bidders list requests and vendor registrations | Purchasing office staff | Which categories to list you under and whether to invite you to quote |
| Inside a proposal | Evaluators | Usually nothing: most RFPs score only what they ask for, so attach it only when the solicitation invites it |
Capability statement anatomy: the six parts buyers look for
Procurement counselors at APEX Accelerators and small business development centers describe the same core sections in slightly different words: core competencies, differentiators, past performance, company data and contact information, under a short company overview. Here is what belongs in each and how much room it deserves on a one-page layout.
| Section | What goes in it | Space on the page | Tip |
|---|---|---|---|
| Company overview (header) | Logo, legal name, a one-line positioning statement and one or two sentences describing the company | Top 10% | Lead with what you do for buyers like this one, not your founding story |
| Core competencies | A one-sentence introduction, then four to six specific services or products tied to what the buyer purchases | About 25% | Use the buyer's vocabulary from its solicitations and mission statement |
| Differentiators | Three to five provable reasons you are better, faster, safer or lower-risk | About 15% | Every claim should survive the question “how do you know?” |
| Past performance | Three to five relevant contracts: client, scope, period, value and one result, plus a reference contact if you have permission | About 25% | Public clients first; commercial, nonprofit and subcontract work all count |
| Company data and codes | UEI and CAGE code, NAICS and PSC codes, size status, certifications, contract vehicles, bonding, insurance, purchase-card acceptance, year founded, employees | About 15% | Copy each value from your registrations; a mismatch looks careless |
| Contact and call to action | A named person, direct phone, monitored email, website and address | Bottom 10% | Never a generic info@ inbox; repeat the contact block on page two if you use one |
- Unique Entity ID (UEI)
The 12-character alphanumeric identifier for your company across federal awards, issued through your federal entity registration.
- CAGE code
A five-character Commercial and Government Entity code assigned to registered federal contractors and used in contracting and logistics records. See UEI vs CAGE code.
- NAICS code
The six-digit North American Industry Classification System code for a line of business. Federal small business size standards are set by NAICS code, so your codes affect whether you count as small. Building Your Contract Search Strategy explains how to choose them.
- PSC (product and service code)
A four-character code federal buyers use to classify what they buy. Two or three accurate PSCs help a buyer find you.
- Set-aside
A purchase reserved for small businesses or for a program such as 8(a), HUBZone, women-owned or service-disabled veteran-owned small businesses.
- Contract vehicle
An existing contract that lets agencies order from you without a full new competition, such as a GSA Multiple Award Schedule, a blanket purchase agreement (BPA) or a state or city requirements contract.
- Government purchase card
A government credit card used for small purchases. Saying you accept it tells buyers you are easy to buy from below the micro-purchase threshold.
- Sources sought notice
A market research notice asking capable firms to identify themselves, usually with a capability statement or short response. It is not a solicitation, but it shapes one. See RFIs and sources sought notices and Procurement Forecasts and Early Intelligence.
How to write a capability statement in seven steps
Step 1: Gather your official data first
Pull your legal name, UEI, CAGE code, NAICS and PSC codes, certification numbers and expiration dates, insurance limits and bonding capacity from the source documents, not from memory. Your capability statement must match your registrations exactly.
Tip: Put the expiration date of every certification and registration on your calendar. Keeping Registrations Active lists the ones that lapse.Step 2: Pick the reader
Choose the agency, prime contractor or market you are writing for. Read two or three of its recent solicitations, its mission statement and any published forecast, and note the words it uses for the work you do.
Step 3: Write four to six core competencies
Open with one sentence that links your services to the buyer's mission, then list specific services in the buyer's vocabulary. "Preventive maintenance for rooftop HVAC units in occupied schools" beats "HVAC services."
Step 4: Prove three to five differentiators
Ask two or three good clients why they hired you and why they stayed; owners are often poor judges of their own strengths. Turn the answers into facts: a response time, a credential, a location, a retention rate, a safety record, a method.
Step 5: Choose past performance that resembles the target work
List three to five entries, most relevant first. For each, give the client, what you did, when, the value and one result. Get permission before listing a reference contact, and tell the reference to expect a call.
Step 6: Build the company data block
Put identifiers, codes, size status, certifications, contract vehicles, bonding, insurance and payment options in a compact grid. Lead with your primary NAICS code and list only a handful of relevant codes, not every code you might ever use.
Step 7: Design it, save it as a PDF and test it
Lay it out on one page, export a text-searchable PDF and hand it to someone outside the company for 60 seconds. If they cannot say what you do and why you are different, revise.
Tip: APEX Accelerators (formerly Procurement Technical Assistance Centers) and small business development centers review capability statements free of charge for most clients. Ask one for a critique before a big event.
Provable
- Do: “Average 74-minute arrival on urgent calls across three school districts in 2025”
- Do: “OSHA 30-trained foreman on every crew; experience modification rate below 1.0 for three straight years”
- Do: “Bilingual English and Spanish case managers at all four of our Bronx sites”
- Do: “ISO/IEC 27001-certified hosting environment, audited annually”
Empty
- Don't: “Fast, responsive service”
- Don't: “Safety is our top priority”
- Don't: “Culturally competent staff”
- Don't: “State-of-the-art security”
One-page capability statement template (general)
Most strong one-page layouts use a header across the top and two columns below it: a narrow column for company data and contact details, and a wide column for competencies, differentiators and past performance. The template below follows that reading order, so you can paste each section into its box. It works for most service and product businesses; the industry versions that follow add what construction, IT, professional services and nonprofit buyers look for.
Template
One-page capability statement (general)
The all-purpose capability statement: overview, core competencies, differentiators, past performance, company data and contact, in the order buyers read them.
When to use it
Use it as your master capability statement and as the starting point for agency-specific versions, sources sought responses, matchmaking events and bidders list requests.
[COMPANY_LOGO] [COMPANY_LEGAL_NAME] [ONE_LINE_POSITIONING_STATEMENT] CAPABILITY STATEMENT | Prepared for [TARGET_AGENCY_OR_MARKET] | [MONTH_YEAR] COMPANY OVERVIEW [COMPANY_SHORT_NAME] provides [CORE_SERVICE] for [TYPE_OF_BUYER] in [GEOGRAPHY]. Since [YEAR_FOUNDED], our [EMPLOYEE_COUNT]-person team has [SCALE_OR_RESULT_STATEMENT]. CORE COMPETENCIES [ONE_SENTENCE_LINKING_SERVICES_TO_BUYER_MISSION] - [COMPETENCY_1] - [COMPETENCY_2] - [COMPETENCY_3] - [COMPETENCY_4] - [COMPETENCY_5] DIFFERENTIATORS - [DIFFERENTIATOR_1]: [PROOF_1] - [DIFFERENTIATOR_2]: [PROOF_2] - [DIFFERENTIATOR_3]: [PROOF_3] PAST PERFORMANCE [CLIENT_1] | [CONTRACT_TYPE_OR_NUMBER_1] | [PERIOD_1] | [VALUE_1] [SCOPE_1]. Result: [RESULT_1]. [CLIENT_2] | [CONTRACT_TYPE_OR_NUMBER_2] | [PERIOD_2] | [VALUE_2] [SCOPE_2]. Result: [RESULT_2]. [CLIENT_3] | [CONTRACT_TYPE_OR_NUMBER_3] | [PERIOD_3] | [VALUE_3] [SCOPE_3]. Result: [RESULT_3]. COMPANY DATA UEI: [UEI] CAGE: [CAGE_CODE] Primary NAICS: [PRIMARY_NAICS] ([PRIMARY_NAICS_TITLE]) Other NAICS: [OTHER_NAICS_CODES] PSC: [PSC_CODES] Business size: [SIZE_STATUS] Certifications: [CERTIFICATIONS_WITH_CERTIFYING_AGENCY] Contract vehicles: [CONTRACT_VEHICLES_OR_NONE] State and local registrations: [STATE_AND_CITY_VENDOR_IDS] Insurance: [INSURANCE_SUMMARY] Payment: [PAYMENT_METHODS] Founded: [YEAR_FOUNDED] Employees: [EMPLOYEE_COUNT] CONTACT [CONTACT_NAME], [CONTACT_TITLE] [DIRECT_PHONE] | [EMAIL] [WEBSITE] [STREET_ADDRESS], [CITY], [STATE] [ZIP]
Fields to fill in
- [ONE_LINE_POSITIONING_STATEMENT]
- What you do, for whom, where, in under 15 words, e.g. "Janitorial and building maintenance for occupied public buildings in New York City."
- [TARGET_AGENCY_OR_MARKET]
- The reader of this version, e.g. "NYC Housing Authority vendors and prime contractors" or "Federal civilian agencies in Region 2." Use "General" on the master version.
- [SCALE_OR_RESULT_STATEMENT]
- One concrete fact about scale or results, e.g. "maintained more than 2 million square feet of school and housing space."
- [ONE_SENTENCE_LINKING_SERVICES_TO_BUYER_MISSION]
- e.g. "We keep occupied public buildings clean, safe and inspection-ready without disrupting the people who use them."
- [COMPETENCY_1] to [COMPETENCY_5]
- Specific services in the buyer's words. Four to six items; cut anything you could not deliver next month.
- [DIFFERENTIATOR_1] to [PROOF_3]
- A short label and a checkable fact, e.g. "Two-hour emergency response: supervisor on call 24/7, average arrival 74 minutes in 2025."
- [CLIENT_1] to [RESULT_3]
- Most relevant first. Name public clients; for private clients, a description ("640-unit nonprofit housing operator") is fine if you lack permission to name them. Results should be measurable.
- [UEI], [CAGE_CODE]
- From your federal entity registration. Delete the line if you are not registered yet, and register before you target federal buyers.
- [PRIMARY_NAICS], [OTHER_NAICS_CODES]
- Your primary code first, then two to four others, matching your registrations exactly, e.g. "561720 (Janitorial Services); 561790, 238220."
- [PSC_CODES]
- Two or three product and service codes that describe your work, e.g. "S201" for custodial services.
- [SIZE_STATUS]
- e.g. "Small business under NAICS 561720." Check the SBA size standard for each code you list.
- [CERTIFICATIONS_WITH_CERTIFYING_AGENCY]
- Only current certifications, with the certifier, e.g. "NYC M/WBE (NYC Department of Small Business Services); NYS WBE (Empire State Development)." Write "None" rather than leaving it blank.
- [CONTRACT_VEHICLES_OR_NONE]
- GSA schedules, BPAs, state or city requirements contracts you hold, with contract numbers. Delete the line if you hold none.
- [STATE_AND_CITY_VENDOR_IDS]
- e.g. New York State vendor ID, NYC PASSPort vendor number, NJSTART vendor ID, CTsource registration.
- [PAYMENT_METHODS]
- e.g. "Government purchase card accepted; ACH; net 30."
- [CONTACT_NAME], [DIRECT_PHONE], [EMAIL]
- A real person who answers, with a direct line and an inbox checked daily.
Crestline Building Services · Janitorial and building maintenance for occupied public buildings in New York City
Core competencies: nightly and day-porter custodial service for schools and housing developments · floor care and refinishing in occupied buildings · preventive maintenance for boilers and rooftop HVAC units · turnover cleaning for vacant apartments.
Differentiators: two-hour emergency response anywhere in the Bronx and Upper Manhattan, with a supervisor on call around the clock · crews average six years with the company · bilingual English and Spanish supervisors on every site.
Past performance: 640-unit nonprofit housing operator, custodial and turnover cleaning, 2022 to present, $410,000 a year · three-building charter school network, nightly custodial and floor care, 2021 to present, $265,000 a year · subcontract to a general contractor, turnover cleaning on a public housing renovation, 2024, $180,000.
Company data: NAICS 561720 (primary), 238220 · PSC S201 · NYC M/WBE certified · purchase cards accepted.
Why it works: every competency is something a housing or school buyer purchases, every differentiator can be checked, and the past performance mixes nonprofit, private and subcontract work for a firm that has not yet won a prime public contract. (Crestline is fictional; the figures are illustrative.)
Construction and trades capability statement template
Construction buyers and prime contractors screen for risk first. Can you be bonded at this size? Are you licensed and registered where the work is? Is your safety record clean? Have you finished jobs like this on time? Put those answers where a reader finds them in five seconds, then show the projects.
- Bonding capacity, single project and aggregate, with the surety's name, confirmed with your surety before you print.
- Licenses and registrations where the work is, for example a New York City Department of Buildings license or registration if your trade requires one, New Jersey public works contractor registration (which must be in place when you bid public works there), or Connecticut DAS contractor prequalification for state projects that require it.
- Safety record: your experience modification rate (EMR), an insurance rating that compares your workers' compensation claims with others in your trade (1.0 is average; lower is better), and the safety training your crews hold.
- Labor and payroll: prevailing wage and certified payroll experience, and union or open-shop status where it matters to the owner.
- Self-performed trades, equipment you own, and the project size range you handle comfortably.
- Certifications that count toward participation goals: M/WBE, DBE for transportation work, SDVOB.
Template
Capability statement for construction and trades
A one-page capability statement for general contractors, specialty trades and construction service firms, with a dedicated bonding, licensing and safety block and a project list built for public owners and primes.
When to use it
Use it for public owners (cities, school districts, housing and transit authorities, state agencies), for prime contractors looking for subcontractors to meet M/WBE, DBE or SDVOB goals, and with bidders list requests for construction categories.
[COMPANY_LOGO] [COMPANY_LEGAL_NAME] [TRADE_AND_POSITIONING_LINE] CAPABILITY STATEMENT | Prepared for [TARGET_OWNER_OR_PRIME] | [MONTH_YEAR] WHO WE ARE [COMPANY_SHORT_NAME] is a [GENERAL_OR_SPECIALTY] contractor serving [PUBLIC_OWNER_TYPES] in [COUNTIES_OR_REGION]. We self-perform [SELF_PERFORMED_TRADES] and have completed [NUMBER_OF_PROJECTS] public and institutional projects from [SMALLEST_VALUE] to [LARGEST_VALUE] since [YEAR_FOUNDED]. CORE COMPETENCIES - [COMPETENCY_1] - [COMPETENCY_2] - [COMPETENCY_3] - [COMPETENCY_4] - [COMPETENCY_5] BONDING, LICENSING AND SAFETY Bonding capacity: [SINGLE_PROJECT_LIMIT] single project / [AGGREGATE_LIMIT] aggregate, through [SURETY_NAME] Licenses and registrations: [LICENSES_AND_REGISTRATIONS_WITH_NUMBERS] Experience modification rate (EMR): [EMR_BY_YEAR] Safety training: [SAFETY_TRAINING_SUMMARY] Labor: [UNION_OR_OPEN_SHOP_STATUS]; prevailing wage and certified payroll on [NUMBER] public projects DIFFERENTIATORS - [DIFFERENTIATOR_1]: [PROOF_1] - [DIFFERENTIATOR_2]: [PROOF_2] - [DIFFERENTIATOR_3]: [PROOF_3] SELECTED PROJECTS [PROJECT_NAME_1] | [OWNER_1] | [CONTRACT_VALUE_1] | Completed [COMPLETION_DATE_1] [SCOPE_1]. [SCHEDULE_OR_BUDGET_RESULT_1]. Reference: [REFERENCE_1] [PROJECT_NAME_2] | [OWNER_2] | [CONTRACT_VALUE_2] | Completed [COMPLETION_DATE_2] [SCOPE_2]. [SCHEDULE_OR_BUDGET_RESULT_2]. Reference: [REFERENCE_2] [PROJECT_NAME_3] | [OWNER_3] | [CONTRACT_VALUE_3] | Completed [COMPLETION_DATE_3] [SCOPE_3]. [SCHEDULE_OR_BUDGET_RESULT_3]. Reference: [REFERENCE_3] COMPANY DATA UEI: [UEI] CAGE: [CAGE_CODE] NAICS: [NAICS_CODES] Certifications: [CERTIFICATIONS_WITH_AGENCY_AND_NUMBER] Major equipment: [KEY_EQUIPMENT] Insurance: [INSURANCE_SUMMARY] Founded: [YEAR_FOUNDED] Field staff: [FIELD_STAFF_COUNT] Office staff: [OFFICE_STAFF_COUNT] CONTACT [ESTIMATING_CONTACT_NAME], [CONTACT_TITLE] | [DIRECT_PHONE] | [EMAIL] [WEBSITE] | [STREET_ADDRESS], [CITY], [STATE] [ZIP]
Fields to fill in
- [TRADE_AND_POSITIONING_LINE]
- e.g. "Electrical contractor for occupied schools, housing and municipal buildings in Westchester and the Bronx."
- [PUBLIC_OWNER_TYPES]
- e.g. "school districts, housing authorities and municipal facilities departments."
- [SELF_PERFORMED_TRADES]
- The work your own forces perform, e.g. "electrical, low-voltage and fire alarm work." Owners and primes care about what you do not subcontract.
- [SMALLEST_VALUE], [LARGEST_VALUE]
- Your realistic range, e.g. "$50,000 to $3.2 million." Keep the top figure honest; primes check.
- [COMPETENCY_1] to [COMPETENCY_5]
- e.g. "LED lighting retrofits in occupied classrooms"; "Fire alarm upgrades with phased cutovers"; "Emergency generator installation and testing."
- [SINGLE_PROJECT_LIMIT], [AGGREGATE_LIMIT], [SURETY_NAME]
- Confirm current figures with your surety or broker before every print run. The bonding chapter of the registration handbook explains capacity.
- [LICENSES_AND_REGISTRATIONS_WITH_NUMBERS]
- Every license and contractor registration relevant to the target owner, with numbers, e.g. a city master electrician license, NJ Public Works Contractor Registration, CT DAS prequalification.
- [EMR_BY_YEAR]
- Your last three years from your workers' compensation carrier, e.g. "0.82 / 0.79 / 0.85." If yours is above 1.0, explain the improvement plan in a cover letter rather than hiding it.
- [SAFETY_TRAINING_SUMMARY]
- e.g. "OSHA 30 for all foremen, OSHA 10 for all field staff; site safety training cards for NYC sites."
- [SCHEDULE_OR_BUDGET_RESULT_1]
- e.g. "Finished two weeks early with no change orders over 2%." Owners remember schedule and budget.
- [REFERENCE_1]
- Owner's project manager name, title and phone, only with permission.
- [KEY_EQUIPMENT]
- Owned equipment that signals capacity, e.g. "two bucket trucks, trencher, 60-foot lift."
- [ESTIMATING_CONTACT_NAME]
- The person who receives bid invitations and plans, usually your estimator or owner.
IT and technology capability statement template
IT buyers want to know what you build or support, on which platforms, how securely, and through which contract vehicles they can buy it. Precision beats breadth. "Cloud email and identity migrations for agencies with 200 to 2,000 users" is more credible than a list of twenty technologies, and a named security credential is worth more than any adjective.
- Company credentials you actually hold: for example ISO/IEC 27001 or ISO 9001 certification, a CMMI appraisal, or a current SOC 2 Type II report (a report, not a certification, so describe it accurately).
- Security posture for the market: the CMMC level you hold for defense contracts that require one, your approach to NIST SP 800-171 for controlled unclassified information, and FedRAMP authorization only if your cloud service has it.
- People: cleared staff and facility clearance if you have them, and staff certifications summarized by count, not as a wall of logos.
- Accessibility: experience delivering Section 508-conformant software and documents, which federal buyers and many state and city buyers require.
- Contract vehicles: GSA Multiple Award Schedule, agency BPAs, and state or city IT contracts you hold, with contract numbers.
“We leverage cutting-edge technologies and agile best practices to deliver innovative, end-to-end digital transformation solutions that empower our clients to achieve mission success.”
Why it loses: no service, no platform, no client type, no size, no proof. Compare: “We modernize case-management systems for state and city human services agencies, moving legacy applications to the cloud with zero unplanned downtime on our last six cutovers.”
Template
Capability statement for IT and technology firms
A one-page capability statement for software, cloud, cybersecurity, managed services and IT staffing firms, with sections for platforms, security credentials, accessibility and contract vehicles.
When to use it
Use it for federal, state and city IT buyers, for chief information officer and program offices, and for prime contractors building teams for IT bids.
[COMPANY_LOGO] [COMPANY_LEGAL_NAME] [ONE_LINE_POSITIONING_STATEMENT] CAPABILITY STATEMENT | Prepared for [TARGET_AGENCY_OR_PRIME] | [MONTH_YEAR] OVERVIEW [COMPANY_SHORT_NAME] [WHAT_YOU_DELIVER] for [TYPE_OF_BUYER]. Our [STAFF_COUNT] engineers, analysts and project managers currently support [CURRENT_SCALE_STATEMENT]. CORE COMPETENCIES - [COMPETENCY_1] - [COMPETENCY_2] - [COMPETENCY_3] - [COMPETENCY_4] - [COMPETENCY_5] PLATFORMS AND TOOLS [PLATFORMS_AND_TOOLS] SECURITY, QUALITY AND ACCESSIBILITY - Company credentials: [COMPANY_CREDENTIALS] - Security frameworks: [SECURITY_FRAMEWORK_STATUS] - Clearances: [CLEARANCE_STATUS_OR_NONE] - Accessibility: [ACCESSIBILITY_STATEMENT] - Staff certifications: [STAFF_CERTIFICATIONS_SUMMARY] DIFFERENTIATORS - [DIFFERENTIATOR_1]: [PROOF_1] - [DIFFERENTIATOR_2]: [PROOF_2] - [DIFFERENTIATOR_3]: [PROOF_3] PAST PERFORMANCE [CLIENT_1] | [CONTRACT_NUMBER_OR_TYPE_1] | [PERIOD_1] | [VALUE_1] [SCOPE_1]. Result: [RESULT_1]. [CLIENT_2] | [CONTRACT_NUMBER_OR_TYPE_2] | [PERIOD_2] | [VALUE_2] [SCOPE_2]. Result: [RESULT_2]. [CLIENT_3] | [CONTRACT_NUMBER_OR_TYPE_3] | [PERIOD_3] | [VALUE_3] [SCOPE_3]. Result: [RESULT_3]. CONTRACT VEHICLES AND CODES Contract vehicles: [CONTRACT_VEHICLES_OR_NONE] UEI: [UEI] CAGE: [CAGE_CODE] NAICS: [NAICS_CODES] PSC: [PSC_CODES] Size and certifications: [SIZE_AND_CERTIFICATIONS] State and local: [STATE_AND_CITY_REGISTRATIONS_AND_CONTRACTS] CONTACT [CONTACT_NAME], [CONTACT_TITLE] | [DIRECT_PHONE] | [EMAIL] [WEBSITE] | [STREET_ADDRESS], [CITY], [STATE] [ZIP]
Fields to fill in
- [WHAT_YOU_DELIVER]
- A verb phrase, e.g. "builds and supports case-management and permitting systems" or "provides 24/7 managed security services."
- [CURRENT_SCALE_STATEMENT]
- e.g. "14 public-sector clients and more than 9,000 end users."
- [COMPETENCY_1] to [COMPETENCY_5]
- e.g. "Legacy application modernization and cloud migration"; "Identity and access management"; "Tier 1 to 3 service desk for distributed offices."
- [PLATFORMS_AND_TOOLS]
- The platforms you are genuinely strong in, grouped (cloud, data, low-code, security). Name partner levels only if they are current and stated exactly as the vendor grants them.
- [COMPANY_CREDENTIALS]
- Certifications and audit reports the company holds, e.g. "ISO/IEC 27001:2022 certified; SOC 2 Type II report (current period)."
- [SECURITY_FRAMEWORK_STATUS]
- e.g. "CMMC Level 2 (third-party assessed); NIST SP 800-171 assessment score on file." State only what you can document.
- [CLEARANCE_STATUS_OR_NONE]
- Facility clearance level and number of cleared staff, or delete the line.
- [ACCESSIBILITY_STATEMENT]
- e.g. "All deliverables tested for Section 508 and WCAG 2.1 AA conformance."
- [STAFF_CERTIFICATIONS_SUMMARY]
- Counts, not logos, e.g. "11 cloud architect certifications, 6 CISSP, 4 PMP."
- [CONTRACT_VEHICLES_OR_NONE]
- e.g. "GSA Multiple Award Schedule, contract no. [NUMBER]"; agency BPAs; state or city IT contracts. Delete if none.
- [NAICS_CODES], [PSC_CODES]
- Common IT NAICS codes include 541511, 541512 and 541519; choose the ones you are registered under and check the matching size standard.
- [STATE_AND_CITY_REGISTRATIONS_AND_CONTRACTS]
- Vendor IDs and any statewide or citywide IT contracts you hold, with numbers.
Professional services capability statement template
For consultants, engineers, architects, accountants, evaluators, trainers and attorneys, the buyer is really buying people. Your capability statement should put key personnel and their credentials front and center, show the methods you use, and prove results with client outcomes rather than activities.
- Key people: two to four principals or project leads with licenses and credentials (for example PE, RA, CPA, PMP) and years of relevant experience.
- Methods: a one-line description of how you work, so a buyer can picture the engagement.
- Client outcomes: challenge, what you did, and the measurable result.
- Firm data: firm licenses, professional liability insurance, and contract vehicles with labor categories.
- Independence: a short conflict-of-interest statement if you advise public agencies, audit, evaluate or oversee other contractors.
- Architecture and engineering firms: keep the capability statement consistent with your federal SF 330 qualifications form and your state and city prequalification files, since many public owners select these firms on qualifications first and negotiate fees later.
Template
Capability statement for professional services firms
A one-page capability statement for consulting, engineering, architecture, accounting, evaluation, training and legal services firms that leads with people, methods and client outcomes.
When to use it
Use it for agency program offices, qualifications-based selections, on-call or prequalified consultant pools, and teaming outreach to larger firms that need specialist depth.
[FIRM_LOGO] [FIRM_LEGAL_NAME] [ONE_LINE_POSITIONING_STATEMENT] CAPABILITY STATEMENT | Prepared for [TARGET_AGENCY_OR_PRIME] | [MONTH_YEAR] WHAT WE DO [FIRM_SHORT_NAME] helps [TYPE_OF_BUYER] [ACHIEVE_OUTCOME] through [SERVICE_LINES]. We have completed [NUMBER_OF_ENGAGEMENTS] engagements for [CLIENT_TYPES] since [YEAR_FOUNDED]. SERVICES - [SERVICE_1] - [SERVICE_2] - [SERVICE_3] - [SERVICE_4] - [SERVICE_5] HOW WE WORK [METHODOLOGY_STATEMENT] KEY PEOPLE [PRINCIPAL_1_NAME], [CREDENTIALS_1] | [ROLE_1] | [YEARS_1] years | [SPECIALTY_1] [PRINCIPAL_2_NAME], [CREDENTIALS_2] | [ROLE_2] | [YEARS_2] years | [SPECIALTY_2] [PRINCIPAL_3_NAME], [CREDENTIALS_3] | [ROLE_3] | [YEARS_3] years | [SPECIALTY_3] DIFFERENTIATORS - [DIFFERENTIATOR_1]: [PROOF_1] - [DIFFERENTIATOR_2]: [PROOF_2] - [DIFFERENTIATOR_3]: [PROOF_3] CLIENT RESULTS [CLIENT_1] | [ENGAGEMENT_TYPE_1] | [PERIOD_1] | [VALUE_1] Challenge: [CHALLENGE_1] Outcome: [OUTCOME_1] [CLIENT_2] | [ENGAGEMENT_TYPE_2] | [PERIOD_2] | [VALUE_2] Challenge: [CHALLENGE_2] Outcome: [OUTCOME_2] [CLIENT_3] | [ENGAGEMENT_TYPE_3] | [PERIOD_3] | [VALUE_3] Challenge: [CHALLENGE_3] Outcome: [OUTCOME_3] FIRM DATA UEI: [UEI] CAGE: [CAGE_CODE] NAICS: [NAICS_CODES] PSC: [PSC_CODES] Firm licenses: [FIRM_LICENSES] Professional liability insurance: [PROFESSIONAL_LIABILITY_LIMIT] Contract vehicles and prequalified pools: [VEHICLES_AND_POOLS_OR_NONE] Size and certifications: [SIZE_AND_CERTIFICATIONS] Independence: [CONFLICT_OF_INTEREST_STATEMENT] CONTACT [CONTACT_NAME], [CONTACT_TITLE] | [DIRECT_PHONE] | [EMAIL] [WEBSITE] | [STREET_ADDRESS], [CITY], [STATE] [ZIP]
Fields to fill in
- [ACHIEVE_OUTCOME]
- The result clients buy, e.g. "pass federal grant audits without findings" or "deliver capital projects on budget."
- [SERVICE_LINES]
- Two or three umbrella services, e.g. "grant compliance, single audit preparation and internal-control reviews."
- [SERVICE_1] to [SERVICE_5]
- Specific engagements a buyer could order, e.g. "Subrecipient monitoring programs for federal pass-through funds."
- [METHODOLOGY_STATEMENT]
- One or two sentences, e.g. "Every engagement starts with a two-week diagnostic, ends with a written roadmap, and includes 90 days of follow-up at no added cost."
- [PRINCIPAL_1_NAME] to [SPECIALTY_3]
- People who will actually work on the buyer's projects. Use credential abbreviations the buyer will recognize.
- [CHALLENGE_1], [OUTCOME_1]
- e.g. Challenge: "Three repeat audit findings on federal grants." Outcome: "Zero findings in the next two single audits."
- [FIRM_LICENSES]
- e.g. firm CPA permit, engineering certificate of authorization, law firm registration, with state and number.
- [PROFESSIONAL_LIABILITY_LIMIT]
- Your errors and omissions coverage, e.g. "$2,000,000 per claim." Many public contracts set a minimum.
- [VEHICLES_AND_POOLS_OR_NONE]
- Schedules, BPAs, on-call contracts and prequalified consultant lists you are on, with numbers.
- [NAICS_CODES], [PSC_CODES]
- e.g. 541611 for management consulting or 541330 for engineering services; match your registrations.
- [CONFLICT_OF_INTEREST_STATEMENT]
- e.g. "We do not perform construction or sell software, so our recommendations are vendor-neutral." Delete if not relevant.
Nonprofit and human services capability statement template
Nonprofits use capability statements for government contracts and grants, for corporate and foundation partnerships, and as leave-behinds for agency program staff and elected officials. Government human services buyers look for the same core facts as any buyer, plus who you serve, where, with what outcomes, under which licenses, and whether you are cleared to contract.
- Mission and reach: populations, neighborhoods or counties, sites and languages.
- Outcomes: two to four measured results with the period and source (program records, an external evaluation).
- Licenses and accreditation: state program licenses (in New York, for example, from OASAS, OMH or OCFS) and national accreditation such as CARF or COA, if you hold them.
- Prequalification: New York State requires nonprofits to prequalify in the Statewide Financial System before competing for state grants, and some core documents in that file (the IRS Form 990, financial statements and Charities Bureau filing) must be refreshed every year. New York City human services RFPs require an approved HHS Accelerator prequalification in PASSPort, renewed annually.
- Organization data: EIN, tax-exempt status, annual budget, staff count, and a UEI if you receive federal funds.
Template
Capability statement for nonprofits and human services providers
A one-page capability statement for community-based organizations, human services providers and other nonprofits seeking government contracts, grants and partnerships.
When to use it
Use it for city, state and federal program offices, elected officials' discretionary funding conversations, prime contractors and lead agencies building service networks, and corporate or foundation partners.
[ORGANIZATION_LOGO] [ORGANIZATION_LEGAL_NAME] [MISSION_IN_ONE_LINE] CAPABILITY STATEMENT | Prepared for [TARGET_AGENCY_OR_FUNDER] | [MONTH_YEAR] WHO WE ARE [ORGANIZATION_SHORT_NAME] is a [TAX_STATUS] nonprofit founded in [YEAR_FOUNDED] that [CORE_MISSION_ACTIVITY] for [POPULATION_SERVED] in [NEIGHBORHOODS_OR_COUNTIES]. Each year we serve [NUMBER_SERVED] [UNIT_SERVED] at [NUMBER_OF_SITES] sites. PROGRAMS AND SERVICES - [PROGRAM_1]: [PROGRAM_1_DESCRIPTION] - [PROGRAM_2]: [PROGRAM_2_DESCRIPTION] - [PROGRAM_3]: [PROGRAM_3_DESCRIPTION] - [PROGRAM_4]: [PROGRAM_4_DESCRIPTION] OUTCOMES - [OUTCOME_1] ([PERIOD_AND_SOURCE_1]) - [OUTCOME_2] ([PERIOD_AND_SOURCE_2]) - [OUTCOME_3] ([PERIOD_AND_SOURCE_3]) WHAT SETS US APART - [DIFFERENTIATOR_1]: [PROOF_1] - [DIFFERENTIATOR_2]: [PROOF_2] - [DIFFERENTIATOR_3]: [PROOF_3] GOVERNMENT CONTRACTS AND PARTNERSHIPS [FUNDER_1] | [PROGRAM_OR_CONTRACT_1] | [PERIOD_1] | [ANNUAL_VALUE_1] [SCOPE_AND_RESULT_1] [FUNDER_2] | [PROGRAM_OR_CONTRACT_2] | [PERIOD_2] | [ANNUAL_VALUE_2] [SCOPE_AND_RESULT_2] [FUNDER_3] | [PROGRAM_OR_CONTRACT_3] | [PERIOD_3] | [ANNUAL_VALUE_3] [SCOPE_AND_RESULT_3] ORGANIZATION DATA EIN: [EIN] Tax status: [TAX_STATUS] Annual operating budget: [ANNUAL_BUDGET] Staff: [STAFF_COUNT] Volunteers: [VOLUNTEER_COUNT] Languages: [LANGUAGES] Licenses and accreditation: [LICENSES_AND_ACCREDITATIONS] Prequalification and registrations: [PREQUALIFICATION_STATUS] UEI: [UEI_IF_FEDERALLY_FUNDED] NAICS: [NAICS_CODES] Insurance: [INSURANCE_SUMMARY] CONTACT [CONTACT_NAME], [CONTACT_TITLE] | [DIRECT_PHONE] | [EMAIL] [WEBSITE] | [ADMINISTRATIVE_ADDRESS]
Fields to fill in
- [MISSION_IN_ONE_LINE]
- Plain words, not a mission-statement paragraph, e.g. "Stable housing and job training for young adults leaving foster care in Brooklyn."
- [TAX_STATUS]
- e.g. "501(c)(3) tax-exempt."
- [NUMBER_SERVED], [UNIT_SERVED]
- A real, current figure with its unit, e.g. "1,150 young adults" or "3,400 households."
- [PROGRAM_1] to [PROGRAM_4_DESCRIPTION]
- Programs a government buyer would recognize, e.g. "Supportive Housing: 120 scattered-site units with on-site case management."
- [OUTCOME_1] to [PERIOD_AND_SOURCE_3]
- e.g. "86% of participants housed 12 months after placement (FY2025, program records)." Never round up or borrow a figure you cannot document.
- [DIFFERENTIATOR_1] to [PROOF_3]
- e.g. "Deep neighborhood roots: 70% of staff live in the communities we serve."
- [FUNDER_1] to [SCOPE_AND_RESULT_3]
- Government contracts first (agency, program, years, annual value), then major foundation or corporate partners.
- [ANNUAL_BUDGET]
- From your most recent audited financial statements or Form 990.
- [LICENSES_AND_ACCREDITATIONS]
- Program licenses and accreditation with the issuing body and expiration date. Delete if none.
- [PREQUALIFICATION_STATUS]
- e.g. "Prequalified in the NYS Statewide Financial System through [DATE]; NYC HHS Accelerator prequalification approved through [DATE]; NYC PASSPort vendor number [NUMBER]."
- [UEI_IF_FEDERALLY_FUNDED]
- Required if you receive federal grants or contracts, directly or as a subrecipient in many cases. Delete if not applicable.
- [NAICS_CODES]
- e.g. 624190 (Other Individual and Family Services) or 624110 (Child and Youth Services). Some government buyers still ask for them.
How do you tailor, send and maintain a capability statement?
Keep one master version with everything that is true about your company, then make short variants for each important agency, prime contractor or market. Tailoring rarely means rewriting. Usually you change the target line, reorder the competencies, swap in the most relevant past performance and adjust the differentiators to what that buyer values.
Every send
Tailor
Change the target line, reorder competencies and choose the past performance closest to the buyer's work.
After every win
Add it while it is fresh
Record the contract, value and period, and ask the client for permission to list a reference.
Every quarter
Refresh
Check contacts, certification expiration dates, insurance limits and bonding capacity, and retire past performance that is getting old.
When registrations change
Update everywhere the same day
Codes, certifications and identifiers must match across your capability statement, your vendor registrations and your RFP Detector vendor profile.
Once a year
Get an outside review
Ask an APEX Accelerator, a small business development center or a trusted client to critique it, and refresh the design if it looks dated.
Template
Email to send with your capability statement
A short, specific introduction to a small business specialist, contracting officer or prime contractor, with your key identifiers in the body so the reader does not have to open the attachment to classify you.
When to use it
Use it after a matchmaking event, when an agency forecast lists work you do, when you respond to an invitation to share capabilities, or when you approach a prime contractor about teaming. Do not use it to contact anyone during a solicitation's restricted communication period.
Subject: [COMPANY_SHORT_NAME]: [CORE_SERVICE] for [AGENCY_OR_PRIME_SHORT_NAME] ([SIZE_OR_CERTIFICATION], NAICS [PRIMARY_NAICS]) Dear [RECIPIENT_NAME]: I am [SENDER_NAME], [SENDER_TITLE] of [COMPANY_LEGAL_NAME], a [SIZE_AND_CERTIFICATION_STATUS] firm in [CITY_AND_STATE] that provides [CORE_SERVICE] to [TYPE_OF_BUYER]. I am writing because [SPECIFIC_REASON]. Over the last [NUMBER_OF_YEARS] years we have [RELEVANT_RESULT_1], and [RELEVANT_RESULT_2]. Our one-page capability statement is attached. Key details: - NAICS: [NAICS_CODES] PSC: [PSC_CODES] - UEI: [UEI] CAGE: [CAGE_CODE] - Certifications: [CERTIFICATIONS] - Contract vehicles: [CONTRACT_VEHICLES_OR_NONE] Would you have 15 minutes in the coming weeks to tell me how your office buys [CATEGORY] and who I should speak with about [UPCOMING_NEED]? We would also be glad to respond to any sources sought notice or request for information in this area. Thank you for your time. [SENDER_NAME] [SENDER_TITLE], [COMPANY_LEGAL_NAME] [DIRECT_PHONE] | [EMAIL] | [WEBSITE] Attachment: [FILE_NAME]
Fields to fill in
- [RECIPIENT_NAME]
- A named person: the agency's small business specialist, the contracting officer listed on a forecast or notice, or a prime's supplier diversity or subcontracts manager.
- [SIZE_OR_CERTIFICATION]
- The single most relevant status for the subject line, e.g. "SDVOSB" or "NYS MWBE."
- [SPECIFIC_REASON]
- Why this person, now, e.g. "your agency's forecast lists a facilities maintenance contract for the Brooklyn campus in the third quarter" or "we met at the outreach event on October 14."
- [RELEVANT_RESULT_1], [RELEVANT_RESULT_2]
- Two short proof points tied to the reason, e.g. "maintained 1.2 million square feet of occupied school space with no failed inspections."
- [CATEGORY], [UPCOMING_NEED]
- Keep the ask small and specific. A 15-minute call is easier to grant than a meeting.
- [FILE_NAME]
- e.g. Crestline_Capability_Statement_HousingAuthority_Nov2026.pdf
Capability statement design and format rules
Design is not decoration here; it is how fast a busy reader finds your codes and your phone number. A plain, well-organized page beats a beautiful one that hides the facts.
Capability statement mistakes to avoid
Instead, do this
- Do: List a handful of codes that match your registrations, primary NAICS first
- Do: Lead with recent work; many solicitations count only the last three to five years
- Do: Name one person with a direct line and a monitored inbox
- Do: Tailor the target line, competencies and projects for each important buyer
- Do: Show certifications you currently hold, with the certifying agency
Avoid
- Don't: Twenty NAICS codes, which signals you have no focus
- Don't: Projects from a decade ago at the top of the list
- Don't: A generic info@ address or a phone tree
- Don't: One statement sent unchanged to every agency and prime
- Don't: Expired certifications, or a status you have applied for but not received
Frequently asked questions
What is a capability statement?
A capability statement is a one-page summary of what your company does, why it is different, what it has delivered and how to contact you. Government buyers, small business specialists and prime contractors use it to research the market, decide whether to set aside a purchase for small businesses, and choose subcontractors and teaming partners. It is shorter than a proposal and more specific than a brochure.
What should be included in a capability statement?
Six parts: a short company overview, four to six core competencies, three to five provable differentiators, three to five relevant past performance entries, a company data block (UEI and CAGE code, NAICS and PSC codes, size status, certifications, contract vehicles, insurance, bonding and payment options) and a named contact with a direct phone and email.
How long should a capability statement be?
One page is the standard and the safest choice. A two-page version is acceptable for firms with complex offerings or extensive past performance, as long as the first page stands on its own and the contact information appears on both pages.
How do I write a capability statement with no government experience?
Use the experience you have: commercial clients, nonprofit work, subcontracts under a prime contractor, and projects your key staff delivered at previous employers, clearly labeled. Describe each one with the client type, scope, size, period and a measurable result. Strong differentiators and a focused list of competencies matter even more when your past performance is new.
Should I make a different capability statement for each agency?
Yes, for the buyers that matter most. Keep one master version, then tailor a short variant for each important agency, prime contractor or market by changing the target line, reordering competencies, swapping in the most relevant past performance and adjusting differentiators to what that buyer values.
How often should I update my capability statement?
Review it at least quarterly, and update it immediately when you win a contract, gain or renew a certification, change contacts or change a registration. Make sure the same facts match your vendor registrations and your online vendor profile.
Where should I send my capability statement?
Send it in response to sources sought notices and requests for information, to agency small business specialists and program offices, to prime contractors' supplier diversity and subcontracting teams, to purchasing offices with bidders list requests, and to buyers you meet at matchmaking events. Attach it to a proposal only when the solicitation invites it.
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