More Than Just a Name
Send a Company Profile when they’ve asked for a Capability Statement, and chances are you won’t hear back. It might look polished, but it’s not what decision-makers are looking for.
They’re not the same thing. A Company Profile tells the story of your business — who you are, what you do, maybe a bit about your team and values. A Capability Statement is a lot more specific. It’s built to respond to opportunities, to show exactly what you can deliver, and why you’re the right choice.
They might share some details, but they serve different purposes. In this post, we’ll look at what sets them apart, when to use each one, and why using the right one actually matters.
The Role of Each Document
"A Company Profile tells your full story; a Capability Statement tells the part that wins the job."
Both documents talk about your business, but they’re used in very different ways.
A Company Profile is more of an introduction. It’s the kind of document you’d send to a potential partner, add to your website, or include in a welcome pack. It’s broad and brand-focused, often covering your history, values, services, and maybe some past work. It helps people get a feel for who you are.
It’s also where a lot of the core information found in a Capability Statement comes from. Think of it as the foundation, a comprehensive document that gives context and detail, which you can later refine and repurpose depending on the opportunity.
What a Company Profile usually includes:
- Company overview and background
- Vision, mission, and values
- Services or product offerings
- Team or leadership bios
- Key milestones or achievements
- Testimonials or client list
- Contact information
A Capability Statement is much more direct. It’s designed for tenders, project bids, or government contracts — anywhere you need to prove you can actually do the job. While it may include things like your mission, team, or values, these are only added when they support the offer or help differentiate you.
It’s not just a trimmed-down profile. It’s a strategic document that selects and frames only what matters to the job at hand. That’s why many business owners who want to present themselves professionally and win work turn to a trusted agency to create it.
What a Capability Statement usually includes:
- Core services or capabilities
- Key differentiators
- Relevant project experience
- Industry accreditations or compliance
- Equipment or technical resources (if applicable)
- Targeted client list or sectors
- Contact person for procurement or tenders
Each one has its place. The key is knowing which one fits the situation.
Key Differences That Matter
It’s easy to confuse the two — they often cover similar ground. But how they do it, and why, makes all the difference.
Here’s how they stack up:
Purpose
A Company Profile introduces your business in a general sense. A Capability Statement is tailored for winning work. It’s made for decision-makers comparing suppliers.
Audience
Company Profiles are usually shared with potential partners, customers, or anyone wanting to know who you are. Capability Statements are for procurement teams, project managers, or evaluators.
Content
Company Profiles talk about your story, services, and values. Capability Statements go into things like project experience, technical skills, compliance, accreditations, and capacity.
Tone
Company Profiles lean more conversational or brand-driven. Capability Statements are sharper, more formal, and often tailored to the industry or contract being targeted.
Structure
Company Profiles vary a lot in format. Capability Statements follow a clearer structure — short, direct, often one to two pages max.
Using one in place of the other can make you seem out of touch with what’s being asked. It’s not just about style — it’s about relevance.
Why Using the Right One Matters
Procurement teams don’t have time to guess. If your document doesn’t clearly speak to what they’re looking for, they’ll move on. Even if your business is a perfect fit.
A Company Profile might look great, but it won’t tick the boxes in a tender review. It doesn’t show how you meet the scope, prove your experience, or highlight compliance. And that’s what evaluators are scanning for.
On the flip side, using a Capability Statement as your only business intro can feel too technical or out of context. It’s not built to tell your full story. It focuses only on the parts that matter for a specific opportunity.
Knowing the difference means showing up with the right tool for the job. In competitive industries, that edge counts.
Can You Have Both? (And Should You?)
Absolutely. And most established businesses do.
A Company Profile and a Capability Statement serve different purposes, and they’re both useful to have on hand. One helps you introduce your business. The other helps you win work.
You might use your Company Profile when meeting a potential partner or including company info on your website. But when you’re going after a contract or tender, that’s when your Capability Statement steps in.
If you only have one, you’re likely missing opportunities. Having both means you’re ready for whatever comes your way, whether it’s a casual enquiry or a formal submission.
Use the Right Tool for the Job
A Company Profile and a Capability Statement aren’t interchangeable. They might share some content, but they serve very different roles.
One gives people a broad introduction to your business. The other shows exactly why you’re the right choice for a specific job. Knowing when to use each one helps you show up prepared, credible, and relevant.
If you’re only using one or trying to make it do both jobs, it might be time for a rethink.
