Capability statement

Most capability statements use four blocks: core competencies (what you do, in the buyer's words), past performance (a few relevant contracts with agency and results), differentiators (what sets you apart, see discriminators), and company data: legal name, UEI, CAGE code, NAICS codes, set-aside certifications, contract vehicles and a point of contact.

It is a marketing document, not a proposal. It is used at industry days, in meetings with small business specialists, to introduce your company to primes, and often as the attachment to a sources sought response.

One version for every audience is the biggest mistake. Tailor the competencies and past performance to the agency or prime you are sending it to. Other mistakes: dense text, generic claims, missing UEI or CAGE, listing every NAICS code you hold, and more than one page.

For state and local buyers, add your state vendor registration number and any state certifications, since many agencies track those instead of federal codes.

A simple layout works well: your logo and a one-line positioning statement at the top, the four blocks in two columns, and contact details at the bottom. Use the buyer's vocabulary, which you can find in their recent solicitations and strategic plans, and show results with numbers where you can prove them. Save it as a PDF with a clear file name, and keep a short master version from which you tailor each copy for a specific agency, prime or event.