Capability meeting letter template
A capability meeting letter invites an employee to a formal meeting about their performance, after informal attempts to deal with it have not worked. It sets out the concerns, the standard expected, the date and who will attend, and the employee's right to be accompanied. The same letter works for a first formal meeting or a final one.
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What changes each time
19 values. Everything else is your wording, kept exactly.
The parties
- Employer's full name
- Employer's address
- Employee's full name
- Employee's address
- Employee's first name
Earlier steps
- Date of the informal meeting
- Name of the capability policy
- Date of the previous formal meeting
- Review date
The meeting
- Date and time
- Place
- Meeting chair, name and job title
- Note-taker, name and job title
The concerns
- Shortfall
- Standard expected
- Evidence
- Documents enclosed
Outcome
- Possible warning
- Name to contact
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“A first formal capability meeting, or a final capability meeting.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each shortfall, with the standard expected and the evidence.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“The possible outcomes set out, depending on the stage of the process.”
The document carries the wording for whichever applies, and the other wording is left out.
Questions people ask
What is a capability meeting?
It is a formal meeting where an employer discusses concerns about an employee's performance with them, hears their response and decides what support, targets or warnings are appropriate.
Does the employee have the right to be accompanied?
Yes, where the meeting could result in a formal warning or other action. The employee can ask to bring a colleague or a trade union representative or official, and if the companion cannot attend, the meeting can be postponed for up to five working days.
What should a capability meeting letter say?
Why the meeting is being held, the specific concerns, the standard expected, who will be there, the right to be accompanied and the possible outcomes, with enough notice to prepare. Copy any evidence you will rely on.
How much notice should an employee get?
The law does not set a fixed period, but the Acas Code of Practice expects reasonable notice for the employee to prepare, and an unreasonable failure to follow the Code can lead to an increase in a tribunal award.
Is capability the same as misconduct?
No. Capability is about an employee not being able to do the job to the standard required, for example through skills or health. Misconduct is about something the employee has done wrong, and is dealt with under the disciplinary procedure.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.