How to Write a Capability Statement That Gets Call-Backs in Government Contracting

Introduction

How to write a capability statement is one of the first queries buyers and small businesses ask when they want to sell to the federal government. Question: would a single, well-crafted, one-page sheet make a buying official call you instead of scrolling past your firm? This blog explains clear, agency-friendly steps, a simple one-page layout, and practical tips to ensure your capability statement gets noticed—not ignored.

Why a Capability Statement Matters for Government Contracting

A capability statement is essentially your company’s one-page resume for government buyers and prime contractors. Agencies and PTACs( Procurement Technical Assistance Centers) expect a short document that instantly answers: what you do, who you’ve done it for, why you’re different, and how to contact you. Well-structured capability statements are considered a core procurement marketing asset by federal advisors and PTACs

The 5 Essential Sections

Most federal guides and PTACs say every capability statement should include these five key parts:

Core Competencies — Short bullet points showing what your company does best, matched to agency needs.
Past Performance — 1–2 examples of recent projects (add contract type or value if allowed).
Differentiators — What makes your business stand out from others.
Company Data — Details like UEI/CAGE, NAICS codes, SAM.gov status, and certifications.
Contact Information — Clear details: name, phone, email, website, and point of contact.

Step-by-Step: How to Write a Capability Statement

1. Core Competencies — Focus on the agency

Start with 1–2 sentences about what your company does and how it helps the agency’s mission or solves a problem.
Add 4–6 short bullet points (just a few words each) listing your main services or products.
Use NAICS codes and key phrases buyers search for. Keep it short and easy to scan.

2. Past Performance — Show proof quickly

List 2–3 recent and relevant projects.
For each project, include: customer name, contract type, year, value (if public), and the outcome.
If you have a reference, write “ref available upon request.”
Agencies care more about relevance than quantity.

3. Differentiators — What makes you different

Use short bullets to highlight your unique strengths: special processes, certifications, security clearances, location advantages, or proprietary tools.
Connect each point to a buyer benefit (saving time, cutting costs, reducing risks).

4. Company Data and Contact Info — Make it simple to reach you

Always include: business name, UEI, CAGE, DUNS (if used), NAICS, SAM.gov registration, and your business size/status (like small, HUBZone, VOSB).
Give one clear point of contact with phone and email.
Missing or unclear data is one of the top reasons capability statements get ignored.

5. Visual & Formatting Tips — Keep it clean

Stick to one page (two pages only if absolutely needed).
Use clear fonts, bullets, and white space.
Save it as a PDF—agencies and primes prefer this for emailing and printing.
Keep your logo small and your branding consistent.
PTACs and GSA both recommend a simple, well-designed one-page sheet as the first thing buyers look at.

Quick One-Page Capability Statement Template (layout)

Common Mistakes to Avoid

Too much text – Buyers don’t have time to read long paragraphs. Keep it short, clear, and easy to scan.
Vague claims – Skip the fluff like “best in the industry.” Use numbers or real results instead.
Missing or wrong info – If your contact details, UEI, or CAGE code are missing or wrong, agencies can’t follow up.
One-size-fits-all – A generic sheet won’t work. Start with a base version, then tweak it for each agency or prime your approach.
Bad format – Never send a Word file. Use a clean, one-page PDF that looks professional and is easy to share.

How to Use and Distribute Your Capability Statement

Email to decision makers as a one-page attachment with a short, personalized message.
Attach to responses and capability packages for RFI/BIDs when allowed.
Use at networking events, industry days, and prime contractor outreach.
Upload as a downloadable asset on your website and gate it to capture leads. PTACs recommend having both a concise “6-second capability statement” and an expanded version for deeper discussions.

Conclusion

A capability statement is the single most efficient document to get a federal buyer or prime contractor to call you. Keep it one page, agency-focused, factual, and easy to act on. Build a base template and customize it for each target agency that combination of clarity + relevance is what turns an introduction into a call-back.

Contragenix helps businesses to create clear, agency-ready capability statements that get noticed—not ignored. Whether you’re just starting with government contracting or refining your federal marketing toolkit, our team ensures your one-page sheet speaks the buyer’s language.