What a capability statement is for
A capability statement shows what a business can do and deliver. Business Queensland describes it as a resume for your business, used mainly for tender responses and business pitches. It is read by buyers deciding whether a business belongs on a shortlist, often alongside several others.
That reader is the key to getting it right. A buyer or procurement officer is not reading for pleasure. They are looking for evidence that the business can deliver the work, quickly and with as little effort as possible.
What to include
Business Queensland lists the core areas: business overview, core competencies, key personnel, products and services, clients and projects, and contact details. For most established businesses, three more are worth adding where buyers require them: certifications and accreditations, safety and quality systems, and insurances.
The order matters. Lead with a short overview that says what the business does, for whom and where. Then the capabilities, described in the buyer’s terms. Then the evidence: three to five comparable projects with scope, client type and result. Finish with the people, compliance and contact.
| Question | Length | What it emphasises |
|---|---|---|
| One-page summary | One page | What you do, for whom, and three proof points |
| Full capability statement | Usually four to eight pages | Capabilities, projects, people, compliance and capacity |
| Tender-specific version | As the tender requires | The evaluation criteria, in their order |
One statement, three versions
It is common for a business to have a single capability statement written for one tender years ago and used for everything since. Different readers need different versions. A one-page summary works for introductions. A full statement suits procurement teams building supplier lists. A tender needs a version written to its criteria, in its order.
How buyers assess it
Government buyers in particular assess value for money, which is broader than price. The Commonwealth Procurement Rules make value for money the core rule, requiring buyers to consider the financial and non-financial costs and benefits of each offer. A capability statement that presents relevant experience, capacity and compliance clearly gives a buyer the evidence they need to weigh those non-financial factors.
Keep it current
A capability statement with old projects and expired certificates undermines the business it describes. Set it up as an editable template, add projects as they finish and review it at least once a year. Zelexis designs capability statements and proposal templates as part of its brand work, organised around how evaluators read and built so the team can keep them current.
A useful next step
Something to try this week.
Give your current capability statement to someone outside the business and allow them two minutes. Then ask what the business does, for whom, and which three projects stood out. If they cannot answer, reorganise the first page around those three questions before changing anything else.