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Guide · Capability statements

Capability statement: examples, a template and what industrial buyers check

A capability statement is a one- or two-page summary of what your company can make or do, who you've done it for, and the codes and certifications a buyer needs to qualify you. Below: what to include, government and commercial examples, the mistakes that fail a screen, and a template.

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What is a capability statement?

A capability statement is the short document a buyer reads to decide whether your company belongs on a source list. It names what you make or do, the processes and materials behind it, the industries you serve, your codes and certifications, and one person to call.

Contracting officers ask for it. So do supplier-quality engineers at primes, purchasing teams at OEMs, and distributors deciding which lines to carry. Most of them read it the same way: fast, looking for facts they can verify and for reasons to say no.

It is a screening document. Its job is to get you through the first cut, so someone opens your website, sends a drawing or picks up the phone. It should be accurate, current and easy to check. The full story belongs on your website.

How it gets read: The Five-Minute Screen

A supplier-quality engineer reads your statement like an inspection report. Fields she can verify pass; adjectives fail.

Sheet 106, The Five-Minute Screen: REV A as said beside REV F released Two-panel drawing of a capability statement under first-article inspection. Left, REV A as said: a 2019 PDF headed Quality is our #1 priority over a photo of the building, with precision machining, tight tolerances, exotics and aerospace experience, no processes named, no registry codes and a general inbox. Twelve balloons point at the fields; an AS9102-style report beside it marks NAICS, CAGE, UEI, quality scope, registrar, envelope, tolerance, materials, special processes, past performance and contact Not shown or Not measurable, dated 2019. A red stamp reads Not shown, no call; a stopwatch reads 5:00, one of twenty suppliers in an afternoon. Right, REV F released: the same statement dated October 2026 with NAICS codes primary first, CAGE and UEI shown and matching SAM (values withheld), AS9100D with scope, registrar and expiry, envelope, tolerance, named alloys, passivation in house, partner heat treat with certs flowing down, past performance and a named contact, saying what the website says. Every balloon is gold and every row reads Pass; the stamp reads On the list. Illustration; shop invented. REV A · AS SAID THURSDAY, 2:15 PM · 20 TO SCREEN REV F · RELEASED SAME SHOP, SAME AFTERNOON A 2019 PDF OF ADJECTIVES: NOT SHOWN, NEXT SUPPLIER, NO CALL. THE SAME STATEMENT IN FACTS SHE CAN CHECK. EVERY BALLOON PASSES. GENERAL NOTES 1. ILLUSTRATION. 'FIVE MINUTES' IS THE STORY'S PREMISE, NOT A MEASUREMENT. SHOP INVENTED. 2. NO CAGE OR UEI VALUES ARE SHOWN. NO REAL COMPANY'S REGISTRY STATUS IS STATED. 3. NUMBERS, NOT ADJECTIVES. DATED THIS YEAR, SAYING WHAT THE WEBSITE SAYS. TITLE THE FIVE-MINUTE SCREEN ILLUSTRATION · INVENTED COMPANIES (.TEST) SHEET106 REVF SCALE NTS · DRN IM INDUSTRIAL MARKETING CAPABILITY STATEMENT 2019 PHOTO: OUR BUILDING QUALITY IS OUR #1 PRIORITY • PRECISION MACHINING • TIGHT TOLERANCES • EXOTICS • AEROSPACE EXPERIENCE (NO PROCESSES NAMED) INFO@HALDENPRECISION.TEST CAPABILITIES_2019.PDF (NO CODES) 12 4 5 6 7 8 10 9 1 2 3 11 AS9102-STYLE REPORT · FORM 3 CHARCHARACTERISTICRESULT 1 NAICS CODE NOT SHOWN 2 CAGE CODE NOT SHOWN 3 UEI NOT SHOWN 4 QUALITY STD + SCOPE NOT SHOWN 5 REGISTRAR, EXPIRY NOT SHOWN 6 MACHINE ENVELOPE NOT MEASURABLE 7 TOLERANCE NOT MEASURABLE 8 MATERIALS NOT MEASURABLE 9 SPECIAL PROCESSES, WHO NOT SHOWN 10 PAST PERFORMANCE NOT MEASURABLE 11 NAMED CONTACT NOT SHOWN 12 DATE 2019 DISPOSITION NOT SHOWN · NEXT SUPPLIER NOT SHOWNNO CALL · NEXT SUPPLIER 5:00 ABOUT 5:00 PER SUPPLIER 20 SUPPLIERS, ONE AFTERNOON SHE CAN'T VERIFY AN ADJECTIVE CAPABILITY STATEMENT OCT 2026 CODES NAICS 332710 (PRIMARY), 336413 CAGE · UEI: SHOWN, MATCH SAM QUALITY AS9100D · SCOPE: CNC MACHINING REGISTRAR NAMED · EXPIRES 2027 CAPABILITY 5-AXIS ENVELOPE 30 x 20 x 20 IN BORES HELD TO ±0.0005 IN TI-6AL-4V · 17-4 PH · INCONEL 718 PASSIVATION: IN HOUSE HEAT TREAT: PARTNER, CERTS FLOW PAST PERFORMANCE TI FITTINGS, TIER 1 LANDING GEAR CONTACT J. ALDEN, QUALITY · DIRECT LINE SAYS WHAT THE WEBSITE SAYS 12 1 2 3 4 5 6 7 8 9 10 11 AS9102-STYLE REPORT · FORM 3 CHARCHARACTERISTICRESULT 1 NAICS CODE PASS 2 CAGE CODE PASS 3 UEI PASS 4 QUALITY STD + SCOPE PASS 5 REGISTRAR, EXPIRY PASS 6 MACHINE ENVELOPE PASS 7 TOLERANCE PASS 8 MATERIALS PASS 9 SPECIAL PROCESSES, WHO PASS 10 PAST PERFORMANCE PASS 11 NAMED CONTACT PASS 12 DATE PASS · 2026 DISPOSITION PASS · ON THE SOURCE LIST ON THE LISTNEXT CALL: ABOUT A PART 5:00 THE SAME 5:00 EVERY FIELD CHECKABLE 12 OF 12 BALLOONS PASS

The Five-Minute Screen

Watch the story

What happens

  1. 01Before: a 2019 PDF that leads with 'Quality is our #1 priority'. Every field she checks is marked not shown, and the screen ends in five minutes
  2. 02After: the same statement with fields she can verify, from registry codes to a named contact. It passes, and the shop stays on the list

What to include in a capability statement

Six sections, in this order. Each one should survive a reader who checks.

  1. OP 10

    Company snapshot

    Who you are in two lines: what you make, for which industries, from where. Add headcount or floor space if it helps a buyer judge your scale.

  2. OP 20

    Core capabilities

    Processes, materials and envelopes, with numbers instead of adjectives. '5-axis machining, 30 x 20 x 20 in envelope, bores held to ±0.0005 in' tells an engineer something. 'Precision machining' tells them nothing.

  3. OP 30

    Differentiators

    What you do that others in your NAICS code don't, stated so a buyer can check it: a special process in house, a cleanroom class, a test you run yourself, a material most shops turn away. Every competitor says 'quality first', so it can't set you apart.

  4. OP 40

    Codes, certifications, registrations

    NAICS codes with the primary first. CAGE and UEI for government work. Quality registrations such as AS9100, ISO 9001, ISO 13485 or IATF 16949, with scope. ITAR registration and small-business status, whichever apply. Each one should match the registry a buyer will check it against.

  5. OP 50

    Past performance

    Industries, part types and programs you're allowed to name. If you can't name the customer, describe the work: 'turned titanium hydraulic fittings for a Tier 1 landing-gear supplier'. Never use a customer's name or logo without written permission.

  6. OP 60

    One contact

    A named person, a direct line, and an email that gets answered. A general inbox tells the buyer nobody owns the relationship.

Government vs commercial capability statements

The same facts serve both readers, in a different order. A government version leads with codes, registrations and past performance. A commercial version leads with processes, materials and the parts you make.

Government and primesCommercial OEMs
ReaderContracting officer, a prime's supplier-quality engineerEngineer, buyer, supplier quality
Leads withCodes, registrations and set-aside statusProcesses, materials and part families
Must haveNAICS, CAGE, UEI, registrations, set-aside status, past performanceProcesses, materials, envelopes, certifications, industries
LengthOne page, two at mostOne or two pages, linked to capability pages
ProofPast performance you're allowed to nameExample parts and industries, with permission
Where it goesSources-sought replies, prime supplier portals, matchmaking eventsRFQ replies, your website, the follow-up after a first call

Capability statement examples by industry

One capability line from each of nine invented companies (example data, .test domains). Each is the kind of sentence that passes a buyer's screen, because every claim carries a number or a standard someone can check.

  • Defense machining · Twin Ledge Precision

    twinledge.test. Tier 3. 5-axis milling and Swiss turning of titanium and 17-4 PH fittings, 24 x 16 x 16 in envelope. AS9100 registration with scope, ITAR registration, CAGE code and UEI matching SAM.

  • Aerospace heat treat · Kilnhouse Heat Treat

    kilnhouse.test. Vacuum heat treat and aging of nickel alloys and titanium, 36 x 36 x 48 in work zone. Nadcap heat-treating accreditation with scope, pyrometry to AMS 2750.

  • Medical device · Fernbrook Molded Components

    fernbrook.test. Molding of PEEK and polycarbonate components in an ISO Class 7 cleanroom, 50 to 300 ton presses. ISO 13485 registration, validated processes with IQ, OQ and PQ.

  • Energy · Basalt Ridge Castings

    basaltridge.test. Carbon and stainless steel sand castings from 50 to 4,000 lb for valve and pump makers. Material test reports with every heat, radiography through a named partner.

  • Electronics · Heronfield Board Works

    heronfield.test. SMT and through-hole board assembly down to 0201 parts, IPC-A-610 Class 3 workmanship, X-ray inspection, prototype to production lots.

  • Connectors · Brass Hollow Harness

    brasshollow.test. Wire harnesses and cable assemblies to IPC/WHMA-A-620 Class 3, with MIL-spec connectors and continuity and hipot testing on every assembly.

  • Fabrication · Oxcart Fab & Weld

    oxcartfab.test. Carbon and stainless weldments to 20 ft, 10-ton crane capacity, 12 ft press brake, welders qualified to AWS D1.1.

  • Coatings · Sawmill Brook Plating

    sawmillbrook.test. Electroless nickel and zinc-nickel plating on steel and aluminum parts up to 48 in long, salt-spray testing in house, every plating spec listed by number.

  • Distribution · Rivet & Reel Industrial Supply

    rivetreel.test. Authorized lines listed by manufacturer, stock by location, a stated same-day shipping cutoff, and kitting and VMI programs for OEM production lines.

Capability statement mistakes that fail the screen

Most statements fail on the same few lines, and each one is quick to fix. The left column is what a screener marks not shown or not measurable. The right column passes.

Fails the screenPasses
'Quality is our #1 priority'AS9100 registration, its scope and registrar, and the expiry date
'Tight tolerances'Bores held to ±0.0005 in up to 4 in diameter, checked on a CMM
A long list of NAICS codesThe codes that match the work you want, primary first
A CAGE code that doesn't match SAMIdentifiers copied from your active SAM record
Customer logos used without permissionPart types and industries you're allowed to name
Dated 2019, or not dated at allDated this year
info@ and a main switchboardA named person, a direct line, an email that gets answered
A PDF that disagrees with your websiteOne set of facts, on the statement and on the site

Capability statement template

A one-page Word template with every section above and a short note under each. It opens in Google Docs too. No sign-up.

Download the template (Word)

How to become a government contractor

To become a government contractor, register your company in SAM.gov, which issues your UEI and, for US companies, your CAGE code. Then choose the NAICS codes that match your work, check whether you qualify for small-business set-asides, and read notices by the buyer's problem as well as by your codes. Your capability statement is what a contracting officer or a prime sees next.

For a manufacturer, the order matters. Notices carry response deadlines, and your registration has to be active before you can win the work. Register first, keep the statement current, then go looking.

Government contracting, step by step

  1. OP 10

    Register in SAM.gov

    SAM.gov charges no fee to register, and registration must be renewed every year. Be wary of third parties that charge to do it for you. Registration gives you a Unique Entity ID (UEI) and, for US companies, a CAGE code.

  2. OP 20

    Choose your NAICS codes

    Pick the codes that match the work you want, with a primary code first. Each code carries a small-business size standard, so your codes decide which set-asides you can compete for.

  3. OP 30

    Check set-aside programs

    Some contracts are reserved for small businesses, and SBA programs such as 8(a), HUBZone, women-owned and service-disabled veteran-owned reserve more. See which ones your company qualifies for.

  4. OP 40

    Add the defense items, if they apply

    If you make defense articles, ITAR registration with the State Department comes before the work. Many defense contracts now name a cybersecurity level too. Primes check both before they add a supplier.

  5. OP 50

    Get help close to home

    APEX Accelerators, formerly called PTACs, help small businesses register, find notices and prepare bids at no cost.

  6. OP 60

    Search by the buyer's problem

    Notices describe the part or the problem, often without your code. A shop that builds dam gates finds a sluice-gate replacement notice by searching for the gate.

  7. OP 70

    Have the statement ready

    Sources-sought notices and primes' supplier teams usually ask for a capability statement first. Keep a current one ready before the notice drops.

The manufacturer's capability statement

A manufacturer's statement has to survive an engineer and a supplier-quality engineer as well as a contracting officer. That means envelopes, materials, special processes, partners and inspection, each with a number, and a website that says the same thing.

Engineers read a statement the way they read a drawing. A claim without a number is a dimension without a tolerance, and it gets rejected. Supplier-quality engineers read it like an inspection report. Each field is checked against a registry, a certificate or your website, and anything they can't verify is marked not shown.

Two things set a manufacturing statement apart. The first is the work you manage outside: plating, heat treat, testing or NDT done by approved partners. Buyers count it as capability when you name the process, say who runs it and show how requirements flow down. The second is the match with your website. A statement that says 5-axis next to a site that never mentions it raises a question nobody will call to ask.

Turn it into pages

Buyers search for the work, and AI assistants answer from pages they can read. Give each line of your statement a page of its own.

How the Blueprint writes yours

In the paid Buyers Blueprint, your capability statement comes from the cited record of your plant: every line traced to a document, the on-site visit or your team's answers. You get a commercial version, and a government version if you sell to primes.

Nothing on it goes public without your yes. The same record builds your website pages, so the statement and the site say the same thing. Each statement also teaches IKE, our Industrial Knowledge Engine, which fields buyers in your trade screen for. What IKE learns is manufacturing. Your record stays yours.

Capability statement questions

What is a capability statement?

A one- or two-page summary of what your company can do, who for, and the codes and certifications a buyer needs to qualify you.

What should a manufacturer's capability statement include?

Core processes, materials and envelopes with numbers; certifications and registrations; industries served; past performance you can name; and one direct contact.

How long should a capability statement be?

One page for government buyers, two at most. Link to capability pages for the detail.

Do I need NAICS and CAGE codes on a capability statement?

For government and prime work, yes, with your UEI. For commercial buyers they're optional, but they help.

What format should a capability statement be in?

A one-page PDF to send and print, plus a web page with the same facts. A PDF rarely ranks in search or gets cited by AI assistants. A page can.

How often should I update my capability statement?

Whenever a registration, certification or major machine changes, and at least once a year. Date it so a buyer can see it's current.

Is a capability statement the same as a brochure?

No. A brochure sells. A capability statement qualifies you, so it trades adjectives for facts a buyer can check.

Do commercial buyers ask for capability statements?

Many OEM purchasing and supplier-quality teams do when they build a source list. Most check your website first, so the statement and the site should match.

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