How to Write a Capability Statement That Wins Government Work

A capability statement is one of the most important documents you can have as a business seeking government contracts. It's your professional introduction — a one to two page document that tells government agencies who you are, what you do, and why they should engage you.

Here's how to write one that actually wins work.

What Is a Capability Statement?

A capability statement (sometimes called a "company profile" or "supplier profile") is a concise summary of your business capabilities. Unlike a tender response — which is written for a specific opportunity — a capability statement is a standing document you can send to any agency, attach to tender responses, or use to introduce your business to procurement officers.

Why You Need One

Many government buyers — especially at the operational level — are constantly building a mental database of reliable suppliers. A professional capability statement:

Makes you look serious and prepared
Gives procurement officers something they can keep on file
Differentiates you from competitors who submit bare-bones responses
Demonstrates that you understand how government works

The Seven Key Sections

1. Business Overview

One paragraph. Include your business name, ABN, years in operation, legal structure (sole trader, Pty Ltd, etc.), and a one-sentence description of what you do.

Example: "Jones Building Services is an ACT-based building maintenance company with 12 years of experience delivering reactive and planned maintenance services for government and commercial clients."

2. Core Capabilities

A bulleted list of your key services. Be specific rather than generic. Instead of "cleaning services," write "daily commercial office cleaning, periodic deep cleans, carpet maintenance, and waste management."

3. Geographic Coverage

Where can you work? Be honest — if you're based in Brisbane, don't claim national coverage if you can't deliver it.

4. Licences, Certifications, and Accreditations

List all relevant licences, registrations, and certifications. For tradies, this includes trade licences. For professional services firms, relevant professional memberships (CPA, CA, AICD, etc.). Include the licence number and expiry date.

5. Insurance Details

Public liability insurance: $X million
Professional indemnity insurance (if applicable): $X million
Workers' compensation: Yes/No

6. Relevant Experience / Case Studies

Client name or type (e.g., "Federal Government Department")
Scope of work (2-3 sentences)
Outcome (what you delivered, any measurable results)
Contact referee (name and phone number)

If you haven't done government work before, use comparable commercial work. Quality matters more than client type.

7. Contact Details

Full business name, ABN, postal and physical address, phone, email, and website. Include the name of a specific contact person, not just a generic email address.

Presentation Tips

Keep it to one or two pages maximum
Use your company logo and consistent branding
Use a readable font (Inter, Arial, or similar) at 10-12pt
Use bullet points for readability
Have someone proofread it for typos

A professionally presented capability statement signals to a buyer that you run a professional business.

Tailoring for Specific Tenders

Your standard capability statement is a starting document. When responding to a specific tender:

Adjust the core capabilities section to emphasise skills relevant to that tender
Move the most relevant case study to the front
Check that your insurance levels meet the minimum requirements stated in the tender

Indigenous Business and SME Considerations

If your business is Indigenous-owned, mention this explicitly. The Commonwealth's Indigenous Procurement Policy requires agencies to consider Indigenous suppliers, and being on the Supply Nation registry can open doors.

Similarly, if your business qualifies as a Small or Medium Enterprise (SME) under the government's definition, note this. Some tenders have SME set-asides.

Registering Your Capability Statement

Beyond sending your capability statement to individual agencies, consider:

**AusTender registration:** Registers your business as a supplier on the federal system
**Supply Nation:** For Indigenous-owned businesses
**GITC (Government ICT Contract):** For IT businesses in Queensland
**State procurement registries:** Each state has its own supplier registration system

A well-prepared capability statement is one of the highest-return documents you can invest time in. Write it once, maintain it annually, and use it everywhere.