A good company profile template is a list of pages and the job each page has to do. Most free templates online give you a nice layout and empty boxes. They do not tell you what to write in those boxes, and that is where most profiles go wrong.
Below is a page-by-page outline you can copy. It fits an 8 to 16 page profile, which is a common length for SMEs and mid-sized companies.
Before you start: who will read it?
Write down the one reader you care about most. It might be a procurement officer checking a tender, a new distributor, or an investor. Every page below should answer a question that reader has.
A tender reviewer wants proof you can deliver. A distributor wants to know your products and capacity. An investor wants your track record and plans. The template stays the same, but the weight you give each page changes.
The page-by-page template
Page 1: Cover
Company name, logo, one short line that says what you do, and the year. Keep the line plain: “Commercial kitchen equipment supplier since 2009” works better than “Excellence in every detail”.
Page 2: About us
Three short paragraphs:
- What you do and for whom
- When and where you started, and how you have grown
- What makes you different, stated as a fact (for example, “own factory in Shah Alam” or “24-hour service team”)
Keep this page under 200 words.
Page 3: Vision, mission and values
Many readers skip this page, so keep it short. One sentence each for vision and mission. For values, pick three to five and add one line explaining what each means in practice.
Page 4: Products or services
List your main products or services, with one or two sentences each. Group them if you have many. If you sell physical products, a clear photo for each group helps more than long text.
Page 5: How you work
Show your process in four to six steps, from first enquiry to delivery or after-sales support. Readers who have never worked with you want to know what happens after they sign.
Page 6: Track record
This is the page that wins trust. Include:
- Selected clients or projects, with the year and the scope
- Key numbers, such as projects completed, years in business or units delivered
- Short case studies: the problem, what you did, and the result
Only list clients you have permission to name.
Page 7: Certifications and registrations
For tender work, this page often matters most. List registrations and certifications with their numbers and expiry dates, such as SSM registration, CIDB grade, MOF registration or ISO certification. Only include ones you actually hold, and keep copies ready.
Page 8: Team and organisation chart
Introduce key people with a photo, name, role and one line of experience. A simple organisation chart shows readers you have the people to deliver.
Page 9: Facilities and capacity (if relevant)
Factories, warehouses, fleets or equipment. Give numbers where you can, such as floor area or monthly output.
Page 10: Contact details
Address, phone, email, website and a map or QR code. Make sure every detail matches your website and Google Business Profile.
How long should each section be?
A profile is read in minutes, not hours. As a rough guide, aim for 100 to 200 words per page, with a photo, chart or table on most pages. If a page needs more than 300 words, it probably needs to be split or cut.
What to leave out
- Long history timelines with every small event
- Stock photos of people who do not work for you
- Claims you cannot prove, such as “the best in Malaysia”
- Out-of-date clients, certificates or phone numbers
Can AI write a company profile for you?
AI tools can produce a first draft quickly, and they are useful for tidying grammar. The problem is that they do not know your real projects, numbers or certifications, so they fill the gaps with general statements that every competitor could also use. Use AI to organise your notes, then replace every general line with a fact from your own business.
Print, PDF or both?
Most companies now need both. A digital PDF is sent by email and WhatsApp, so it should stay small enough to attach, usually under 10 MB. A printed version is useful for meetings, exhibitions and tender boxes. Plan the design so it works in both formats from the start.
If you are preparing a profile for a tender, our tender company profile checklist covers the extra documents procurement teams ask for. When you are ready to turn the outline into a finished document, our company profile design service can handle the writing, layout and print files.
Frequently Asked Questions
How many pages should a company profile have?
For most SMEs, 8 to 16 pages is enough. Larger groups with many divisions may need more, but every extra page should add something the reader needs.
What is the most important page in a company profile?
For most readers, the track record page. Selected clients, projects and results give the strongest proof that you can deliver.
Can I use a free company profile template from Canva?
Yes, as a starting layout. You will still need to write the content for each page, replace stock photos with your own and adjust the design to match your brand.
Should a company profile include prices?
Usually not. Prices change often and depend on the job. It is better to include your products or services and invite the reader to request a quotation.
How often should I update my company profile?
Review it at least once a year, and whenever your certifications, key clients or contact details change.
