Write a one-page capability statement

A capability statement is a one-page summary of your business for government buyers. You will send it with Sources Sought responses, hand it out at events, and attach it when you contact primes. Keep it to one page, two at most.

The six blocks, in order

1. Company data. Business name, UEI, CAGE code, NAICS codes, location, website and one point of contact with an email address. If your SAM.gov registration is still in progress, say so. SAM.gov registration is free.

2. Core competencies. What you do, in the buyer's words. Use the terms buyers use in notices for your kind of work. Three to six short lines.

3. Differentiators. What makes you a better choice. Be specific and true: a faster method, a credential, a local team, a tool, a warranty you can back. Skip empty phrases like "best in class".

4. Past performance. Two or three similar projects: the customer, what you did, the size, the dates and the results. Commercial work counts. See Past performance when you have none.

5. Certifications and contract vehicles. List only what you hold, with dates where useful. If you hold none, write "None". Do not hint at a status you do not have.

6. Corporate data. Business size, year started, number of employees, insurance and bonding, and how you accept payment.

Show your gaps, do not hide them

If you have no federal contracts yet, do not pretend. Show your strongest commercial work and say what you can do. An evaluator who finds a hidden gap starts to doubt everything else on the page.

Tailor it each time

Keep one master version. For each use:

• Move the most relevant competencies to the top.
• Pick the past projects closest to the buyer's need.
• Use the notice's own words for the work.

If a notice asks specific questions, answer those questions. A generic capability statement is not a substitute for answers.

One story everywhere

Your capability statement, website, SAM.gov profile, SBA Small Business Search profile and proposals should say the same things. A contracting officer who finds different claims in different places will notice. Statements you make to the government must be true.

Format

• One page, a plain layout, readable fonts and enough white space.
• A PDF small enough to email. Under 5 MB is safe.
• Your own logo is fine. Never use government seals, flags or agency logos.
• A file name with your company name and the date.

A quick check before you send it

• Can a buyer tell what you do within five seconds?
• Is every number true, and can you prove it?
• Are your UEI and contact details correct?
• Would a buyer know how to reach you today?