How to write a capability statement for government contracting.

What it is. A capability statement is a short marketing document — think one-page resume for your business — that government buyers use to size you up fast. When a contracting officer or a prime is deciding whom to invite to quote, they scan capability statements. Yours has to answer, in seconds, what you do, who you have done it for, and what sets you apart.

Keep it to one page. The near-universal convention is a single page — two sides at the very most — delivered as a PDF. Buyers read dozens of these; a tight, scannable page beats a dense one every time. Leave out the mission-statement prose and stock photography. Every line should help a buyer decide to call you.

Why it matters for NYC firms. The same document works up and down the ladder — a City agency, a State authority, a federal buyer, or a prime looking for a certified subcontractor. It is the one asset you will attach to almost every introduction, so it is worth getting right once.

Primary source: U.S. Small Business Administration — Federal Contracting Guide →

Whatever the layout, buyers look for the same four things. Give each its own clearly labeled block:

• Core competencies. Three to six short phrases naming what you actually do, in the buyer's vocabulary — “commercial HVAC preventive maintenance,” not “innovative facility solutions.” Match the words agencies use in their solicitations.
• Past performance. A few recent, relevant jobs — for each, the client, what you delivered, the period, and a one-line result. Federal or commercial both count; concrete outcomes (on time, under budget, a measurable improvement) carry the block.
• Differentiators. The reason to pick you when five other firms could also do the work — a specialized certification, a security clearance, geographic coverage, a niche capability, or a service level competitors cannot match.
• Company data & codes. Your UEI and CAGE code, primary and secondary NAICS codes, any set-aside or diversity certifications (8(a), WOSB/EDWOSB, HUBZone, SDVOSB, NYC/NYS M/WBE), plus a named point of contact with phone and email.

The codes block is where buyers confirm you are real and searchable. If you do not have a UEI yet, that comes from your SAM.gov registration — see our guide on getting set up to bid and WedgeBid's SAM.gov setup service.

Primary source: APEX Accelerators (DoD Office of Small Business Programs) — free capability-statement help →

Make more than one version. A single all-purpose statement is a common mistake. Build a base document, then tailor the core competencies and past-performance examples to the buyer in front of you — one slant for City and State work, another for federal, another for a specific prime. Lead with the projects that look most like the job you want next.

Keep the codes honest and fresh. An expired certification or a UEI that no longer matches your SAM.gov record does more harm than a missing one — it tells a buyer your paperwork is stale. Recertify on time and update the statement the day anything changes. Our companion guide on how M/WBE recertification works lays out those clocks.

Where to get free help. Your local APEX Accelerator (the program formerly known as the PTAC) will review a capability statement at no cost, and the SBA runs regular no-cost sessions on writing one. Use them before you send a draft to a buyer.

Watch this space. When SBA or a major buyer changes what they expect on a capability statement — or updates the codes and certifications that belong in the data block — we will cover it in this digest.

Primary source: U.S. Small Business Administration — Basic Requirements for Government Contracting →