Top Tips for Crafting an Effective Government Capability Statement

Writing a compelling capability statement requires a blend of marketing documentation and copywriting, along with a substantial portion of the company's biography. Much like a Match.com profile, your primary goal is to present your business as the ideal match for the government agency’s needs, showcasing your very best qualities. 

When the capability statement is written with purpose and is presented, it showcases your business in the best light to contracting officers who you want to see it. Think of it as a company resume. However, it isn’t just a signal for federal, state, and local agencies; a well-crafted capability statement serves as a calling card to potential teaming partners and prime contractors. 

Understanding Capability Statements

When you are looking on Indeed or LinkedIn for a new job, the first thing you have to do is update your resume. Everyone suggests that you tailor your resume for the one specific job you’re applying for, even if you have to do a new one every single time you apply for a job. 

A capability statement is similar, but it is intended for your company to present to government agencies. You are presenting your company’s core competencies to secure contracts for goods or services, so past performance and past projects with government contracts are valuable pieces of information in a general capability statement. Federal buyers need to see and know that your small business can perform what the statement of work of RFP calls for.

A capability statement is a marketing tool that showcases a company’s capabilities, services, and strengths to government buyers and prime contractors; it is not necessarily a statement indicating the one specific function that is being quarried but is more a document that highlights a business’s specialty, expertise, and overall capabilities to help secure government contracts.

An RFP dictates the specific skills or services needed for a specific contract, and that is not what a capability statement exists to do. 

A Sample Capability Statement

We created a sample capability statement that presents the core capabilities of a fictitious aviation maintenance and support services company. 

Aerospace • Aviation Maintenance • Support Services

AeroTech Support Services, Inc. provides expert-level aerospace maintenance, aviation logistics, and ground support services for military and government aviation operations. We mobilize skilled technicians and support personnel to maintain mission readiness and operational excellence.

As a Veteran-Owned Small Business with SBA SDVOSB and HUBZone certification, AeroTech is committed to performance, safety, and innovation across all aspects of aviation support.

What sets AeroTech apart from the competition?

• FAA-certified and OEM-trained technicians

• Mission-focused, performance-based maintenance

• Full-spectrum aviation support capabilities

• Logistics and asset lifecycle management

• Long-standing client relationships with DoD and prime contractors

CORE CAPABILITIES

Aviation Maintenance Services

• Scheduled and unscheduled aircraft maintenance (line and depot level)

• Phase inspections, AOG response, and corrosion control

• Avionics testing, repair, and upgrade

• Powerplant and hydraulic systems servicing

Aerospace Support Solutions

• Ground support equipment (GSE) operations and maintenance

• Tool control programs and calibration management

• Supply chain and parts logistics

• Aircraft washing and preservation

Program & Logistics Management

• Fleet readiness and availability reporting

• Technical data and maintenance records support

• Lifecycle sustainment planning

• Deployment support and on-site field teams

CERTIFICATIONS

• SBA – SDVOSB (Service-Disabled Veteran-Owned Small Business)

• SBA – HUBZone

• DoD – Cleared Facility and Personnel

CONTRACT VEHICLES

• GSA MAS Schedule

• DoD Maintenance, Repair, Overhaul (MRO) IDIQ

• State Aviation Maintenance BPA

STATE & LOCAL CERTIFICATIONS

• Maryland – MDOT MBE/DBE

• Virginia – SWaM Certified

• Florida – Veteran Business Enterprise (VBE)

MAJOR CLIENTS

·       Federal

   • U.S. Air Force

   • U.S. Navy

   • U.S. Army National Guard

   • Department of Homeland Security

·       Commercial

   • Lockheed Martin

   • Boeing Global Services

   • L3Harris Technologies

NAICS CODES

• 488190 – Other Support Activities for Air Transportation

• 488310 – Port and Harbor Operations

• 541330 – Engineering Services

• 336411 – Aircraft Manufacturing

• 336412 – Aircraft Engine and Engine Parts Manufacturing

• 561210 – Facilities Support Services

PARTNERS & RESELLER STATUS

• Authorized supplier of Boeing and Lockheed Martin ground support equipment

• Strategic maintenance partner with Textron Aviation

STAFF CERTIFICATIONS

• A&P Licensed Mechanics

• FAA Repairmen Certifications

• OSHA 30, NAVAIR Certified Technicians

• Active DoD Secret and Top Secret clearances

GENERAL INFORMATION

Registered Company Name: AeroTech Support Services, Inc.

DBA: AeroTech

Year Incorporated: 2012

State of Incorporation: Florida

Corporation Type: C-Corp

D-U-N-S Number: 987654321

CAGE Code: 7X1A2

CONTACT INFORMATION

Voice: (850) 555-7890

Fax: (850) 555-7891

Email: contact@aerotechsupport.com

Web: www.aerotechsupport.com

Again, this is a fake company, but it is a good example of what and how to write it. 

What Are the Important Elements of a Capability Statement?

Some key elements make your capability statement stand out. Check out this sample from the Department of Health and Human Services:

sample-cap-statement-print-version.pdf

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These are the important elements of the capability statement:

  • Corporate data: company name, year and state of incorporation, logo, size and status.
  • Tagline and short summary: a brief description of the company’s history, mission, and values.
  • Core competencies: the range of competencies or selected competencies that relate to the target customer.
  • Past performance: showcase past commercial or government customers and their projects.
  • Differentiators: what sets the company apart, such as niche expertise, software, or equipment.

Crafting a Compelling Capability Statement

This is the half of the equation where a capability statement blends copywriting and coercive writing. 

First, tailor the statement to each agency, prime, or teaming opportunity. This is not the time for a shotgun approach; you need to recognize what you want to do for a specific agency or entity and your company’s greatest strengths and unique value proposition.

Like any other kind of copywriting (which this is), use clear and concise language and a professional tone. Include relevant keywords and phrases to enhance search engine optimization (SEO).

Capability Statement Design and Format

You want this to convey a professional and impressive impression, so use a clear and concise format that is easy to read and understand. Again, see the attached example. 

  • Include a company logo, color scheme, and professional photos.
  • Use a standard font and layout to ensure consistency throughout the document.
  • Make sure the document is searchable and can be easily attached to emails. A .pdf is a great option for attaching to emails. 

Best Practices for Federal Contracting

Here are some best practices for your capability statement for federal contracting opportunities. 

First, keep the capability statement up to date and refreshed regularly. Your business moves quickly, and change happens rapidly, so ensure your statement is up to date. You wouldn’t turn in a resume from 2017 for a job you want now, so you need to keep updating the capability statement in the same way. 

Use a targeted capability statement for each opportunity. It will take a little more time, but it can ultimately yield significant profits. 

Finally, ensure the document is properly laid out and saved in a compatible format for sharing. Opening a .pdf is easy, and everyone knows how to do it. 

Corporate Data and Certifications

This portion is significant because many federal contracts have specific requirements that must be met; those who do not possess the required certifications will be automatically disqualified.  

Include the company’s corporate data, such as its history, mission, and values. Additionally, list the company’s certifications, such as its status as a small business, a women-owned small business, or a Native American-owned company. For instance, the Department of Defense's Indian Incentive Program (IIP) is designed to encourage the use of Indian-Owned Economic Enterprises by providing incentives to prime and sub-tier contractors who subcontract with such enterprises.

Also, ensure that you include any state and local certifications, the NAICS codes and any other relevant corporate data, for the contracts you wish to compete for.

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