Beyond the Basics
You’ve found a government opportunity that’s perfect for your business. You’re ready to submit — but then the request comes in: Please attach your Capability Statement. Now what?
Many businesses assume that a Capability Statement is just a fancier version of a company profile. But when it comes to government procurement in Australia, that assumption can cost you the contract. Procurement officers aren’t looking for flashy brochures — they’re looking for clear, credible, and relevant information that makes their job easier.
This blog breaks down what government buyers in Australia actually look for in a Capability Statement — and how you can present your business in a way that speaks their language.
The Buyer’s Mindset
In Australia, government buyers are usually procurement officers, project managers, or assessors working within local, state, or federal departments. They’re focused on finding clear, relevant information that aligns with strict procurement criteria.
Most opportunities are managed through portals like AusTender, Buy.NSW, or VendorPanel, where submissions are reviewed quickly and methodically. Buyers are often guided by frameworks such as the Commonwealth Procurement Rules (CPRs) or agency-specific procurement guidelines.
Here’s what that means for your Capability Statement:
- It needs to be skimmable, structured, and easy to evaluate.
- It must match the scope and language of the project.
- It should give the buyer confidence in your ability to deliver.
Ultimately, buyers want to reduce risk. Your Capability Statement should help them do that.
What They Expect to See
Government buyers don’t have time to guess what your business does or whether you meet their requirements. They expect Capability Statements to follow a clear, familiar structure — one that makes it easy to assess your suitability at a glance.
At a minimum, your Capability Statement should include::
Company Overview
Basic details such as ABN, business structure, location, and years in operation.
Core Capabilities
A concise summary of what you deliver, aligned with the opportunity or service category.
Relevant Experience
Short case studies or project summaries, ideally with outcomes and timeframes.
Certifications and Compliance
Insurance details, licences, WHS commitments, environmental or quality standards, Indigenous participation (if applicable).
Key Personnel
A snapshot of your team’s experience and qualifications, if relevant to delivery.
Contact Information
Include someone easily reachable who can speak to the opportunity and respond to government procurement queries.
These sections form the baseline of a strong submission. When any of them are missing, buyers may move on to the next business without a second thought.
Winning government contracts starts with presenting your business clearly and credibly. A professionally designed and written Capability Statement helps you stand out — especially when procurement officers are comparing dozens of documents.
That’s why many businesses work with professionals to strengthen their chances of winning major contracts, including deals worth over $100 million.
What Buyers Notice (and What Puts Them Off)
When reviewing Capability Statements, buyers are trained to look for relevance, clarity, and credibility. But just as important as what they’re hoping to find is what can instantly raise red flags.
Here are some of the common issues that weaken a Capability Statement:
- Generic content
Statements that could belong to any business don’t build trust or show readiness. - Too much fluff
Overused phrases like “we go above and beyond” mean little without proof. - Hard-to-read layout
Dense paragraphs, inconsistent formatting, or poor design slow buyers down — and they don’t have time for that. - No clear alignment to the opportunity
If the content doesn’t speak to the scope, it won’t feel relevant. - Unsupported claims
Saying you’re experienced, reliable, or high quality without showing it through projects or results.
A Capability Statement is a practical tool — not a brand brochure. It should make it easy for buyers to see what you do, how you deliver, and why you’re a low-risk, high-value choice.
How Capability Statements Are Actually Used
Many businesses treat the Capability Statement as a standalone sales tool, but for government buyers, it serves a very specific purpose within the procurement process.
In practice, it’s often used to:
- Support prequalification or supplier panel applications
- Help internal teams shortlist vendors before requesting full proposals
- Provide quick reference during evaluation and internal discussions
- Assess risk, experience, and compliance before deeper engagement
In some cases, buyers may review your Capability Statement before they even read your full tender submission, or keep it on file for future opportunities. That’s why it needs to work hard on its own, even outside the context of a pitch.
Make It Easy to Say Yes
Procurement decisions in government aren’t made on instinct. Buyers need to feel confident that a supplier can deliver without introducing risk or uncertainty. A well-crafted Capability Statement helps by removing doubt and making the next step easier to justify.
From working on thousands of Capability Statements, we’ve seen what actually helps:
- A familiar, easy-to-follow structure that aligns with how buyers assess documents
- Language that directly reflects the contract scope and priorities
- Specific examples that show how your business has delivered, not just what you offer
- Clear, relevant content that respects the reader’s time and focus
Many of the businesses we’ve worked with have come back to share their wins, saying their Capability Statement helped them stand out and gave buyers the confidence to choose them.
Built for the Way Buyers Decide
Government buyers have a job to do, and your Capability Statement should make that job easier. When it’s clear, targeted, and backed by real experience, it gives your business a stronger chance of making the shortlist.
A strong Capability Statement highlights what matters most to decision-makers and shows exactly why your business is the right choice.