How to write a capacity statement for partnership calls
What a capacity statement must prove, six parts to include, a fill-in structure and common mistakes, written for local NGOs answering partnership calls.
Short answer
A capacity statement shows a donor or partner that your organisation can deliver the work. Cover six parts: mission fit, relevant track record, named people, governance and financial controls, partners, and past grant management. Tie each part to the work in the call, give checkable facts, and attach proof. Keep only what is relevant to this call.
Key points
- A capacity statement answers one question: can you actually deliver this work?
- Cover track record, people, systems, partners and financial health.
- Choose relevant evidence. Do not list everything you have ever done.
- Every claim should match a document you can attach.
- Keep a library of short, current paragraphs so each new call is faster.
What is a capacity statement?
A capacity statement is the part of an application, EOI or partnership response that shows you can do what you propose. It is sometimes called organisational background, applicant capability or organisational experience. A strong project idea with a thin capacity statement leaves the donor with doubts about delivery.
A donor is not only choosing a project. They are choosing the organisation behind it, and they will ask: has this organisation done work like this before, and can it manage the money and the risks?
What does a capacity statement need to prove?
Reviewers usually look for answers to five questions, in roughly this order:
- Has this organisation done similar work?
- Does it have the people to deliver it now?
- Does it have systems for finance, data and compliance?
- Are its partners strong enough to cover gaps?
- Is it financially sound?
Write so that each question has a clear, short answer that a reviewer can find at once.
Which six parts should you include?
| Part | What it proves | What to name | Proof to attach |
|---|---|---|---|
| Mission fit | The work grows from what you already do | Mission and the programme this work extends | Profile, annual report |
| Track record | You have done similar work | Projects, years, places, results against targets | Past reports, completion letters |
| People | Named roles can run this work | Project lead, relevant experience, time committed, open roles | CVs, job descriptions |
| Governance and controls | Someone oversees the work and the money | Board skills, approval limits, accounting system, audits | Policies, accounts, audit report |
| Partners | Gaps are covered | Partner name, role, agreement | MOU, letters of support |
| Past grant management | You can manage donor rules | Donors and grant sizes you managed | Agreements, reports |
Partners belong in the statement only with a defined role. "We work with many local organisations" proves nothing. "Partner X will run village hygiene sessions under a signed agreement" proves something.
How do you write it step by step?
- Read the call and list what it scores. Note the criteria and the order in which the reviewer will look.
- Start from the work plan. Ask what the work demands: staff, field access, systems. Then show that you have each one.
- Pick your best evidence. Choose the three or four projects closest to this call. Say the funder or partner, place, period and your role.
- Name real people. Give the role, years of relevant experience and the share of time they will give.
- Describe how money is controlled. Say who approves spending, how you keep project records, and when accounts are reviewed.
- Attach proof and check consistency. Every number should match your other documents.
A simple sentence pattern helps: "[Organisation] has delivered [service] for [group] in [place] since [year]. In [period], we completed [project] and reported [result] to [funder]." Fill each bracket with a fact you can document.
What mistakes weaken a capacity statement?
- Listing everything. The most common weakness is irrelevance. Filter hard and lead with the strongest match.
- Claims without proof. "Strong financial systems" is not evidence. A named system, a review date and a sign-off rule are.
- Old facts. Staff, partners and policies change. Update before every use.
- Hiding gaps. If you lack experience in one area, say how you will cover it, for example through a named partner or a trained staff member.
- Overstating. Do not claim figures or partners you cannot show. Donors check, and a false claim can end a relationship.
How can you show capacity if you are small or new?
Small organisations often have more capacity than they show. Use these sources of strength:
- The prior experience of your staff and board members, with their role and dates.
- Small projects delivered well, with what you learned.
- Strong community trust and field access, described with specific examples such as "village committees in four townships nominate the participants".
- Partners who bring technical or financial strength under a written agreement.
- Simple, written financial procedures that your team follows.
In Myanmar, donors also look at how you work when access is limited. If you manage remote monitoring or work through trusted local volunteers, describe how you keep quality and safety. Do not give security details that put people at risk.
How do you save time on the next call?
Build a library of short, standard paragraphs and update them after each project, audit or staff change: a one-paragraph and three-paragraph overview, a short bio for each key staff member, a financial controls summary, one paragraph for each major past project, and one for each active partner. When a new call arrives, you assemble the right parts and tailor them. This is much faster than starting from zero. It also helps when you answer an expression of interest with a short deadline. A good organisational profile gives you the base facts.
How EMPO can help
EMPO is a trusted, Myanmar-based training and consultancy provider and one of the country's leading names in practical training for NGOs and CSOs, with 1,200+ people trained and 15 partner organisations. We offer organisational profile creation and proposal writing support, which give you a clear base for every capacity statement. Our team works in English and Burmese, online and in person. Learn more on our services page or see the organisational profile service.
Sources
- Organizational Capacity Statement for a Grant: How to Write — GrantCue, 2026
- How to Write a Strong Organizational Capacity Statement for Grants — Grantboost, 2026
Questions people ask
How long should a capacity statement be?
Follow the call's page or word limit. If there is none, one to two pages is usually enough. Reviewers prefer short, specific statements to long histories.
What if our organisation is small or new?
Be honest and specific. Use the experience of your staff and board, small projects you delivered well, and partners who fill gaps. Name the gap and explain how you will cover it.
Is a capacity statement the same as an organisational profile?
No. A profile tells your story to a general reader. A capacity statement is written for one call and proves you can do that specific work. They share facts, so keep both up to date.