What a capability statement is
A capability statement is a short marketing document, usually one page, that federal, state and local buyers use to see quickly whether a contractor fits their needs. Contractors hand it out at outreach events, attach it to sources sought responses and send it with introductions to small business offices.
It is not a proposal and not a qualifications package. It is a door-opener: what you do, proof you have done it, and how to classify and contact you.
This page is the do-it-yourself version: the free Word template, what goes in each field, and a worked example. If you would rather have it written for you, see the capability statement writing service.
What is in the capability statement template
The free Word template has five blocks, in the order most buyers expect:
| Block | What goes in it |
|---|---|
| Header | Company name, logo, one-line description of what you build |
| Core competencies | Four to six specific services, in the buyer’s terms |
| Differentiators | Two to four facts that set you apart, each provable |
| Past performance | Three to five relevant projects or contracts, with owner and value |
| Company data | UEI, CAGE code, NAICS codes, certifications, bonding, contact |
No sign-up and no email address. The file is yours to edit.
How to fill in the capability statement template
- Header. Write one sentence a contracting officer can repeat: “General contractor for occupied facility renovations in [region].”
- Core competencies. Use the words the agency uses in its solicitations. “Interior renovation of occupied administrative buildings” beats “construction services.”
- Differentiators. Only facts you can prove: a certification, a self-performed trade, bonding capacity, a security clearance held by staff.
- Past performance. Pick projects that match the agency’s work. Give owner, scope, value and year.
- Company data. Copy UEI, CAGE and NAICS codes from your SAM record exactly. List only certifications you currently hold.
- Contact. One named person, phone and email that someone answers.
Fictional example: a filled-in capability statement
Fictional example, for illustration only. Company, codes and projects are invented.
Northfield Builders LLC. General contractor for occupied facility renovations in the Midwest.
Core competencies: interior renovation of occupied office and clinic space; roofing replacement on low-slope buildings; ADA accessibility upgrades; self-performed framing, drywall and acoustical ceilings.
Differentiators: self-performs three interior trades; phased work in occupied buildings on nights and weekends; superintendent staff with facility security badging experience.
Past performance: clinic renovation for a county health department, 2025; roof replacement for a school district, 2024; ADA upgrades for a city hall, 2024.
Company data: UEI and CAGE as listed in SAM; NAICS 236220 primary, 238310 and 238160 secondary; small business.
Contact: business development manager, phone and email.
Short on time? Bidmere can do this for you. Capability statements are written from facts you approve for $649. See capability statement writing or get a fixed quote.
Which company data belongs on a capability statement
Buyers use the data block to check you in their systems. Get it exactly right:
- UEI from your SAM registration.
- CAGE code if assigned.
- NAICS codes, primary first, matching your SAM record.
- Certifications you currently hold, such as small business programs, with certifying body.
- Bonding capacity if your surety supports stating it.
- Licenses relevant to the agency’s state.
Leave out anything you cannot document. A wrong code or expired certification undermines the rest of the page.
How to tailor it for each agency
Keep a master version, then make a copy per target agency:
- Reorder core competencies to lead with what that agency buys.
- Swap past performance for projects closest to that agency’s work.
- Mention the agency’s location or region if you work there.
- Check the agency’s forecast or recent awards for the language it uses.
A tailored statement takes minutes once the master is built and reads far better than a generic one.
Common capability statement mistakes
- Vague competencies such as “full-service construction.”
- Unprovable differentiators such as “highest quality.”
- More than one page of dense text.
- NAICS codes or UEI that do not match SAM.
- Listing certifications that lapsed.
- No named contact, or a contact who does not answer.
When to get help with your capability statement
If you are entering government work, or your statement has not been updated in a year, a professionally written one can save time. Bidmere writes capability statements from your records for $649. Bidmere does not invent past performance, certifications or differentiators; your team approves every line. You get a fixed quote within 2 business hours.
Frequently asked questions
Is the capability statement template free?
Yes. Download the Word file with no sign-up and no email address. Edit it in Word or Google Docs and reuse it for every agency. The template includes instructions in brackets for each block, which you replace with your own verified company information.
How long should a capability statement be?
One page is the common format, front only or front and back. Buyers scan it quickly, so dense text works against you. Use short headings, bullets and one or two sentences per item. Attach a longer qualifications package only when the buyer asks for it.
What should a construction capability statement include?
Core competencies, differentiators, past performance, company data and contact details. Company data covers your UEI, CAGE code, NAICS codes, current certifications and, if your surety supports it, bonding capacity. Every item should be specific to construction work and provable from your company’s records.
Do I need a different capability statement for each agency?
Keep one master version and tailor a copy for each target agency. Reorder competencies to lead with what that agency buys, and swap in the most relevant past performance. It takes minutes once the master is built and makes the statement far more useful to the reader.
Where do contractors use a capability statement?
Hand it out at agency outreach events and industry days, attach it to sources sought and request for information responses, and send it with introductions to small business offices and prime contractors. Keep a PDF ready to email, and update it whenever your codes, certifications or past performance change.
Should a capability statement include pricing?
No. A capability statement is an introduction, not an offer. Pricing goes in a bid or proposal in response to a specific solicitation. You can mention contract vehicles you hold, if any, but leave rates and prices out of the capability statement.
How much does Bidmere charge to write a capability statement?
Bidmere writes capability statements for $649, from your records and SAM data. You get a fixed quote within 2 business hours, plan review is free, and you pay only after you accept. Your team approves every line before you use it.