A capability statement is the document government buyers ask for when they want to know, quickly, whether your company is worth talking to. This page gives you a free, fill-in-the-blank capability statement template you can copy and complete today, section by section, plus a worked example so you can see what the finished document looks like. If you want the deeper strategy behind each section — how buyers read it and what wins their attention — read our companion guide on how to write a capability statement alongside this template.
What Is a Capability Statement?
A capability statement is a short marketing document — almost always one page, two at most — that summarizes your business for government buyers. Think of it as a resume for your company: it states what you do, what you have done before, why you are different, and the official data a buyer needs to find and verify you. You will attach it to emails to contracting officers, hand it out at industry days and matchmaking events, and include it with responses to sources sought notices and RFIs.
When Do Agencies Ask for One?
Agencies and prime contractors request capability statements in predictable situations: during market research (sources sought and RFI responses), before or after an introductory meeting with a contracting officer or small business liaison, at vendor outreach and matchmaking events, and when a prime is deciding whether to team with you or bring you on as a subcontractor. Having one ready before anyone asks is the point — buyers often make a shortlist within days of first contact, and a polished statement keeps you on it.
The 5 Sections of a Capability Statement
Nearly every effective capability statement uses the same five sections, in this order:
- Core Competencies. A short list of the services or products you provide, written in the buyer’s language and matched to what they actually buy.
- Past Performance. A few examples of relevant work you have already delivered, naming the type of customer and the work performed.
- Differentiators. Two or three specific reasons a buyer should choose you over a competitor — not slogans, but concrete strengths.
- Company Data. The official facts: legal business name, UEI, CAGE code if you have one, SAM.gov registration status, NAICS codes, and any socio-economic certifications such as 8(a), HUBZone, SDVOSB, or WOSB.
- Contact Information. A named point of contact with a direct phone number and email — buyers should never have to hunt for how to reach you.
Start your statement with your company name, logo, and a one-line description of what your business does, then run through the five sections. The template below follows exactly this structure.
The Fill-in-the-Blank Template
Copy this into a document, replace every [bracketed placeholder] with your own information, and delete anything that does not apply to you.
Header
[YOUR COMPANY LOGO]
[Your Legal Business Name]
[One sentence describing what your company does and who it serves.]
Core Competencies
• [Primary service #1 — e.g., Managed IT help desk support]
• [Primary service #2]
• [Primary service #3]
• [Primary service #4]
Past Performance
[Customer or agency type #1] — [One sentence describing the work you performed and the result.]
[Customer or agency type #2] — [One sentence describing the work you performed and the result.]
[Customer or agency type #3] — [One sentence describing the work you performed and the result.]
Differentiators
• [Differentiator #1 — a specific, provable strength, such as a certification, response time, or specialized staff.]
• [Differentiator #2]
• [Differentiator #3]
Company Data
UEI: [XXXXXXXXXXXX] | CAGE Code: [XXXXX, if assigned]
SAM.gov Registration: [Active — expires Month Year]
Primary NAICS: [XXXXXX — code title]
Additional NAICS: [XXXXXX], [XXXXXX]
Certifications: [8(a) / HUBZone / SDVOSB / WOSB / none — list only those you actually hold]
Contract Vehicles: [GSA Schedule or other vehicles, if any — otherwise delete this line]
Contact
[First and Last Name], [Title]
[Direct phone number] | [Email address]
[Website] | [City, State]
A Filled-In Example
Below is a short example completed for a fictional company — Brightpath IT Solutions LLC, an imaginary small IT services firm — so you can see the level of detail buyers expect. (Example only; the company and its work history are invented for illustration.)
Brightpath IT Solutions LLC — Managed IT services and cybersecurity support for federal agencies and mid-size organizations.
Core Competencies: 24/7 help desk and end-user support; network administration and monitoring; cybersecurity assessments and remediation; cloud migration and Microsoft 365 administration.
Past Performance: Regional healthcare network — provided tier 1–2 help desk support across three facilities. State government office — completed a network refresh covering switches, Wi-Fi, and firewall configuration. Logistics company — led a Microsoft 365 migration for all office staff with no unplanned downtime.
Differentiators: All support staff are U.S.-based and background-checked; guaranteed response times written into every service agreement; staff hold industry certifications including CompTIA Security+.
Company Data: UEI: AB1C2D3E4F5G | SAM.gov Registration: Active | Primary NAICS: 541512 — Computer Systems Design Services | Additional NAICS: 541513, 518210 | Certifications: SDVOSB.
Contact: Jordan Lee, President — (555) 013-4477 | j.lee@brightpathit.example | Columbus, OH.
Common Mistakes to Avoid
- Making it about you instead of the buyer. Listing everything your company can do, instead of the specific services the target agency buys, makes buyers work to figure out your fit. Tailor the competencies section to each audience.
- Vague claims with no proof. “World-class service” and “industry-leading solutions” say nothing. Replace slogans with facts: certifications held, customers served, response times, contract types performed.
- Missing or outdated company data. A statement with no UEI, an expired SAM.gov registration date, or the wrong NAICS codes undermines your credibility instantly. Review the data section every time your registration renews.
- Going over two pages. Buyers scan capability statements in under a minute. If it does not fit on one page (two at the very most), cut the weakest material rather than shrinking the font.
- Sending a generic version to everyone. One master template is fine — but adjust the competencies and past performance order for each agency or prime you send it to. Small tailoring has an outsized effect on response rates.
Frequently Asked Questions
How long should a capability statement be?
One page is the standard, and two pages is the maximum. Buyers use the document as a quick reference, so clarity and scannability matter more than completeness — save the detail for your proposal.
Should I use the same capability statement for every agency?
No. Keep your company data and contact sections identical, but tailor the core competencies and past performance order to each buyer. Move whichever experience best matches that agency’s mission to the top.
What file format should I send?
PDF, unless a solicitation or buyer specifies otherwise. A PDF preserves your layout on every device and cannot be accidentally edited. Name the file clearly — for example, “Capability-Statement-[YourCompanyName].pdf” — so it is easy for the buyer to find later.
I have no government past performance yet. What do I write?
Use relevant commercial work, state or local government work, or subcontracting experience, and describe it in terms of the work performed rather than the customer’s sector. Every established contractor started with zero federal past performance; relevant work, clearly described, is what buyers look for at this stage.
A capability statement takes an afternoon to build from this template, and you will use it for years. Once yours is ready, put it to work: respond to sources sought notices in your NAICS codes, send it to agency small business liaisons, and attach it when you introduce yourself to primes. Platforms like GovQon can match you with the opportunities worth sending it to — try it free for 14 days.
Capability Statement Template: Put It to Work This Week
A capability statement template is only useful once it is filled in and in a buyer’s hands. Copy this capability statement template into your document, replace every placeholder with real facts, and send the finished one with your next introduction — the version you send beats the perfect one you never finish. Review it every quarter so the data stays current: a stale UEI or the wrong NAICS code costs more credibility than a plain layout ever will. The best capability statement template is the one you actually use.
Before you send yours, run this capability statement template past the companion guide to writing a capability statement, which covers the strategy behind each section, and check your SAM.gov registration so the company data matches the official record. The SBA also publishes guidance on marketing to federal buyers. A finished capability statement template, kept current and tailored per agency, is the cheapest sales tool a small contractor owns — and the capability statement template you send is always better than the one you keep polishing.
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