Capability Statement Guide | LaunchReady Texas

What Is a Capability Statement?

A capability statement is a one-page document that introduces your business to government agency buyers, contracting officers, and prime contractors. It is the government contracting world's equivalent of a business card plus a resume.

Every serious government contractor needs one.

When You Use Your Capability Statement

At procurement conferences and matchmaking events
When visiting agency small business offices
Attached to capability briefs or introductory emails to contracting officers
When pursuing subcontracting opportunities with prime contractors
As a leave-behind after any government business development meeting

The Five Required Sections

1. Core Competencies

Your primary services or products — written in government language.

Write it as: Action verbs + specific services + relevant context

Example:

Program management and project controls for government IT modernization initiatives
Records and information management lifecycle services
Administrative and logistical support to federal civilian agencies

Do not write: "We provide excellent services to help organizations succeed."

2. Differentiators

Why should a buyer choose you over another vendor? Be specific. Vague claims ("experienced team," "quality service") mean nothing.

Effective differentiators:

Specific certifications (ISO, CMMI, etc.)
Clearances held by staff
Technology specializations
Past performance with similar agencies
Proprietary methodologies
Geographic presence or local knowledge
Turnaround time, scalability, or delivery model

3. Past Performance

List 3–5 relevant engagements. For each, include:

Client/agency name
Contract type (if federal: contract number if available)
Period of performance
Brief description of work and dollar value (optional)
Point of contact (verify they can be contacted)

If you are a new business: Use relevant experience from previous employment, subcontract work, or analogous private sector work. Be transparent — don't fabricate government experience.

4. Company Data

Include all registration data buyers will need:

Legal business name
DBA (if any)
Physical address
Primary point of contact
Phone and email
Website
UEI (Unique Entity Identifier) from SAM.gov
CAGE Code (assigned after SAM.gov activation)
NAICS codes (primary and relevant secondary codes)
Business certifications (Small Business, WOSB, VOSB, HUB, etc.)

5. Contact Information

Make it easy for a buyer to reach you. Include:

Name and title of primary contact
Direct phone number (not just a main line)
Email address
Website URL

Format and Design Guidelines

Length: One page. Always one page. If it doesn't fit, cut — don't expand.

Layout: Two or three column format works well. Use headers clearly.

File formats: Keep a PDF for distribution and a Word/editable version for updates.

Branding: Use your company logo and colors. It should look professional but not flashy. Government buyers are not impressed by excessive design.

Font: Readable. 10pt minimum for body text.

Common Mistakes

Too long (multiple pages)
Written in marketing language instead of government acquisition language
Generic differentiators ("dedicated team," "client-focused")
Missing NAICS codes, UEI, or CAGE code
Outdated certifications or expired registrations listed
Past performance with no specifics (dates, agencies, scope)
Contact information that doesn't go directly to a person

Updating Your Capability Statement

Treat your capability statement as a living document. Update it when:

You win a new contract worth listing
You obtain a new certification
You change your NAICS focus
You have new key personnel worth highlighting
Your contact information changes

CAGE Code

A CAGE (Commercial and Government Entity) code is a 5-character identifier assigned to your business after your SAM.gov registration is active. It is generated automatically — no separate application required.

Include your CAGE code on every capability statement and past performance citation.

Build your capability statement live. The Government Contractor Ready Workshop includes a capability statement drafting session. You leave with a working draft. See the workshop →