Policies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryManage employee capability with a complete, practical set of HR templates covering concerns, assessment, support, review and outcomes — helping you follow a clear, consistent and fair process.
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Toolkit contains:
A clear Capability Policy template that supports fair, consistent capabiility management and shows commitment to a supportive process.
Confirms the dismissal of an employee following a capability process and provides key details, next steps, and appeal rights.
Invites an employee to a final capability hearing and outlines performance concerns, possible outcomes, and their right to be accompanied.
Confirms that no formal action is being taken after a capability hearing due to improved performance or insufficient grounds for action.
Capability Meeting Formal Stage 1 invite letter for UK employers, covering performance concerns, meeting arrangements, evidence, possible outcomes and right to be accompanied.
Confirms the outcome of a Stage 1 capability meeting and outlines the next steps, including improvement plans, warnings, or appeal rights.
A template to invite an employee to an informal capability meeting where initial concerns about performance are addressed.
More than just templates, the Capability Knowledge Hub brings together practical HR guidance, real-world experience and tried-and-tested resources to help you understand the subject, manage it effectively and make informed decisions.
Capability refers to an employee’s ability to carry out the duties of their role to the required standard. It focuses on performance issues that arise not because of misconduct or unwillingness, but because the employee may be genuinely struggling to meet expectations despite their best efforts.
Employers have a duty to support employees in improving their performance through clear guidance, reasonable adjustments, and access to relevant development opportunities. A fair and supportive capability process should be used to explore the reasons behind underperformance and to work collaboratively with the employee to improve their skills or approach.
Having a robust and transparent capability process in place helps protect the organisation and ensures employees are treated consistently and fairly. Addressing capability issues in a timely and structured way can improve overall team performance, reduce stress and ambiguity, and foster a culture of accountability and support.
Capability templates are essential for managing a low-risk, compliant Capability process.
A capability management process provides a structured way to address concerns about an employee's ability to meet the required standard. It will typically follow these key stages:
Capability is different from misconduct. The focus should be on whether the employee can meet the required standard and what reasonable support may help.
Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.
A capability process provides a structured way to address concerns about an employee's ability to meet the required standards of their role, while giving them an opportunity to improve.
Capability concerns generally relate to an employee's ability or performance, whereas conduct concerns relate to behaviour or failure to follow expected standards.
Where appropriate, employers should consider support such as training, guidance, reasonable adjustments or additional supervision.
Yes. Employers should maintain appropriate records of concerns, discussions, support, objectives and review outcomes.
In some circumstances, continued failure to meet required standards may ultimately result in dismissal. Employers should follow a fair process and consider the individual circumstances.
HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective capability management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.
How this content is developed and reviewed
The Capability templates toolkit is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing capability HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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