10 Common Mistakes to Avoid When Creating Your Capability Statement

Your capability statement is your company’s resume for government contracting – a critical document that can make or break your chances of winning federal contracts. With over 23 years of experience helping businesses succeed in government contracting, we’ve seen countless capability statements. Here are the top 10 mistakes to avoid when creating yours.

1. Making It Too Long

One of the most common mistakes is creating a capability statement that rivals War and Peace in length. Remember, contracting officers review hundreds of these documents. They typically spend less than two minutes scanning each one. Your capability statement should be concise and impactful – ideally no longer than one or two pages. Focus on what matters most: your core competencies, differentiators, and past performance.

2. Forgetting Essential Information

It’s surprising how often businesses omit crucial details from their capability statements. Every capability statement must include:

• Company name and logo
• Contact information
• CAGE code
• DUNS number/Unique Entity ID
• Socio-economic certifications
• NAICS codes
• Key differentiators
• Core competencies
• Past performance
• Corporate data

Missing any of these elements can immediately reduce your credibility with contracting officers.

3. Using Generic Language

Phrases like “best-in-class solutions” or “quality service provider” are meaningless without context. Your capability statement should include specific, measurable achievements and concrete examples of your expertise. Instead of saying “experienced team,” try “team of certified project managers with an average of 15 years in federal IT implementation.”

4. Poor Formatting and Design

A cluttered, poorly formatted capability statement suggests disorganization and lack of professionalism. Your document should be:

• Clean and professional
• Easy to scan
• Consistent in formatting
• Branded with your company colors
• Organized with clear sections
• Readable with appropriate font sizes and spacing

Remember, this document represents your company’s attention to detail and professionalism.

5. Including Irrelevant Past Performance

Not all past performance is created equal. Including projects that aren’t relevant to your target agencies or services can dilute your message. Focus on past performance that:

• Aligns with your target agencies’ needs
• Demonstrates successful completion of similar projects
• Shows progressive responsibility and capability
• Highlights your expertise in specific areas

6. Neglecting to Update Regularly

Your capability statement is a living document that should evolve with your company. Failing to update it regularly with new certifications, completed projects, or expanded capabilities can make your company appear stagnant. Schedule quarterly reviews to ensure all information remains current and relevant.

7. Missing Clear Differentiators

In a competitive federal marketplace, you must clearly articulate what sets your company apart. Common differentiators might include:

• Unique methodologies or processes
• Specialized certifications or clearances
• Proprietary technology or tools
• Geographic presence or coverage
• Response time guarantees
• Specific past performance metrics

Without clear differentiators, your company becomes just another vendor in a sea of competitors.

8. Overlooking Agency-Specific Versions

Using the same generic capability statement for every opportunity is a missed chance to demonstrate your understanding of specific agency needs. Create tailored versions that:

• Highlight relevant past performance
• Address agency-specific challenges
• Align with agency mission and goals
• Feature pertinent certifications and experience

9. Using Technical Jargon Without Context

While technical expertise is important, overwhelming readers with unexplained acronyms and industry jargon can be off-putting. Strike a balance between demonstrating your knowledge and maintaining readability. When using technical terms:

• Provide brief explanations where necessary
• Use widely understood industry terms
• Avoid company-specific terminology
• Consider your audience’s technical knowledge level

10. Weak or Missing Call to Action

Your capability statement should guide readers toward the next step. Many businesses forget to include clear contact information or a compelling reason to reach out. Include:

• Primary point of contact name and title
• Direct phone number
• Email address
• Company website
• Social media profiles (if relevant)
• A clear invitation to discuss specific opportunities

Making Your Capability Statement Work for You

Remember, your capability statement is often your first impression on a contracting officer or government buyer. It should be a powerful marketing tool that opens doors to opportunities. Regular review and updates, combined with attention to these common pitfalls, can help ensure your capability statement serves its purpose effectively.

At FedBiz Access, we’ve helped thousands of businesses create compelling capability statements that win contracts. If you’re unsure about your capability statement or need professional assistance in creating one that stands out, our team of experts is here to help. We understand what government buyers look for and can help you craft a document that effectively communicates your value proposition.

Your capability statement is too important to leave to chance. Take the time to review it against these common mistakes and make necessary improvements. The effort you invest in creating a strong capability statement will pay dividends in your government contracting journey.

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Need help with your capability statement? Contact our team of experts at FedBiz Access to ensure your company puts its best foot forward in the federal marketplace.