How to write a contractor capability statement that gets read

Who reads it, and what they are looking for

Write for the person who decides whether you are invited, and assume they are busy and sceptical. That is usually an estimator, a project manager, a procurement lead at a larger builder, or an owner's representative.

They are trying to answer five questions:

1. Have you done this kind of work before?
2. At this size?
3. Can you staff it when they need you?
4. Will you work safely and keep the site in order?
5. Will you finish, including the paperwork?

Every section of your statement should answer at least one of those. If a paragraph doesn't, cut it.

The structure: two pages, six blocks

Use the same six blocks in the same order. Reviewers who read many of these appreciate predictability.

Block 1: One-line identity

A single sentence that names your trade, your project types and your region. Example structure: "[Business name] is a [trade] contractor delivering [project types] across [region], typically on projects of [value band]." No slogans.

Block 2: Core capabilities

Four to seven bullet points, each a specific capability rather than an adjective. Compare:

• weak: "Full-service drywall solutions"
• strong: "Steel stud framing, board, tape and finish for multi-unit residential up to six storeys"

Block 3: Scale and capacity

Give numbers a reviewer can use: number of crews or field staff in a typical season, the largest single package you have completed (as a band if you prefer), how many projects you run at once, and any equipment that matters to your trade.

Block 4: Selected projects

Three to five short project summaries, each in two lines: building type and location, your scope, value band, duration. Each should point to a full one-page project sheet or a page on your website. This is the section reviewers read most closely.

Block 5: Safety, quality and close-out

A short paragraph in your own words about how you plan, supervise and close out work. Name your provincial workers' compensation board and state that coverage and safety documentation are available on request. Don't claim certifications you don't hold, and don't describe your safety program in more detail than you can show.

Block 6: Contact

One named person, a direct phone number, an email address and your website. Make it obvious who decides.

Project sheets: where the proof lives

Project sheets carry the evidence, so give each one the same layout and fill it with facts.

Five to eight sheets is enough. Choose them for relevance to the work you want next, not for size alone.

A worked example of a rewrite

Here is how one paragraph changes when you replace adjectives with facts. The details are a template, not a real company.

Before: "[Business name] is a trusted, quality-driven mechanical contractor with years of experience on projects of all sizes. We pride ourselves on our professionalism and commitment to customer satisfaction."

After: "[Business name] installs plumbing and hydronic heating in multi-unit residential and small commercial buildings across [Region]. In the last three years we have completed [number] projects between [value band], including [building type] in [Area], delivered in [duration] while the building stayed occupied. We run [number] crews in peak season and can start within [lead time] of award."

The second version is longer, but every clause answers one of the reviewer's five questions. It is also checkable, which is what makes it credible.

Region and language details

If you work across provinces, say so plainly and list the provinces. Licensing and certification differ by province and trade, so state only what you actually hold, and keep the details ready to confirm. Our areas page links the official bodies in each region.

If you pursue work in Quebec, plan for a French version. The OQLF's guidance for businesses explains the French-language requirements that apply to commercial communication there. This is a practical note, not legal advice.

Common mistakes

• Writing for yourself. Company history belongs on your about page, not in a two-page statement.
• Listing every service. It makes you look unfocused. Lead with the work you want more of.
• No numbers. Without crew counts, value bands and durations, the reviewer can't judge fit.
• Old projects. Replace anything more than three or four years old unless it is uniquely relevant.
• Stock photos. Reviewers recognise them instantly. Use your own, even if they're plain.
• Inconsistency. If your website, statement and prequalification answers disagree on basic facts, the reviewer notices.

Checklist before you send it

• One-line identity names trade, project types and region
• Every capability bullet is specific
• Scale and capacity include real numbers
• Three to five projects summarised, each with a project sheet
• Safety and close-out paragraph in your own words, no claims you can't back up
• A named decision-maker with direct phone and email
• The same facts appear on your website's prequalification page
• Reviewed by someone who wasn't involved in writing it

Once it's done, use it: attach it to every first contact with a builder, as described in our guide to getting on builder bid lists. If you'd rather have the whole package written and designed for you, that is our bid credibility service.