What a capability statement is for
A capability statement is a short document that explains what your business does, who does it and why someone should trust you with the work. Think of it as a résumé for your business.
It gets used in more places than people expect:
- attached to tenders and quotes
- sent to builders, head contractors and facility managers when you want to get on their supplier list
- handed over after a first meeting or site visit
- used for council and government supplier registrations and prequalification
The person reading it is usually busy and comparing you with other businesses. Your job is to make it easy for them to see, in a minute or two, that you can do the work.
The sections to include
1. Business overview
Two or three sentences: what you do, where you work and the type of clients you work for. Be specific. "Commercial electrical maintenance for schools, aged care and offices across Sydney's north west" says far more than "quality electrical services".
2. Core services
List the services you want more of, not every job you've ever done. Use the words your buyers use. If a builder searches their supplier list for "civil drainage", that phrase should appear in your statement.
3. Why choose you
Three to five points that set you apart, backed by facts. "Same-day response for urgent repairs", "in-house plant, so no hire delays" and "all staff hold current White Cards and first aid" are useful. "Committed to excellence" isn't, because everyone says it.
4. Project experience
A handful of relevant jobs with a photo, the type of client, the scope and the outcome. Only name a client if you have their permission. "Fit-out for a national retail chain, 12 stores in 8 weeks" still tells the story.
5. People and qualifications
Key team members, their roles and the qualifications that matter for the work, such as licences, trade certificates and supervisor tickets. A small organisation chart works well here.
6. Licences, insurances and registrations
Contractor licence numbers, public liability and professional indemnity cover, workers compensation, ABN and any industry memberships or accreditations. Buyers often check these first.
7. Equipment and resources
Vehicles, plant and specialist equipment, plus any regular subcontractors. This shows you can resource a job without delays.
8. Systems and compliance
A short summary of how you manage safety, quality and environmental requirements. If you have documented policies and procedures, say so. If you hold certifications, list them.
9. Contact details
One named contact, phone, email, website and ABN. Make it easy to take the next step.
How long it should be
For most small and medium trade businesses, two to four pages is right. One page can work as a quick introduction, but it rarely leaves room for project experience. Anything over six pages starts to feel like a tender response.
Design matters too. Use your logo, colours and real photos of your work and team. Leave plenty of white space and use headings, so the reader can find the section they care about.
Common mistakes
- Too general. If you could swap in a competitor's name and nothing would change, it needs more detail.
- Out of date. Expired insurance details or a former staff member on the team page undermine trust.
- Stock photos. Real photos of your crew and your jobs are more convincing, even if they aren't perfect.
- Everything for everyone. A long list of services hides what you're best at. Lead with your strengths.
- Hard to open or edit. Keep a print-ready PDF for sending and an editable version so you can update it quickly.
Keeping it up to date
Review your capability statement every six months, or when something changes: new insurance certificates, a new licence, a big project finished or a key person joining. It's also worth tailoring a version for a particular sector or tender, putting the most relevant projects first.