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View full libraryThis Capability Meeting Script provides a structured framework for managers to conduct a formal capability meeting where concerns have been identified about an employee’s performance. It guides the discussion through the performance concerns, evidence, support provided, employee response, improvement expectations and next steps.
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Meeting details
| Employee name | |
| Job title | |
| Department / team | |
| Line manager | |
| Meeting date | |
| Meeting time | |
| Meeting location / method | |
| Meeting chaired by | |
| HR representative, if applicable | |
| Employee companion, if applicable |
1. Purpose of the meeting
Manager introduction
Thank you for attending this meeting.
The purpose of today's meeting is to discuss concerns regarding your performance in your role and to give you an opportunity to respond to those
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This document provides managers with a practical structure for holding a formal capability meeting. It is designed to keep the discussion focused on the employee’s ability to meet the required standard while giving them a genuine opportunity to explain their position and identify any support that may help them improve.
The script helps the manager explain the required standard, the areas where performance is falling short and the evidence supporting the concerns. This encourages a discussion based on specific examples rather than general statements about an employee’s performance.
The employee is given an opportunity to respond to each concern, explain any difficulties and provide information that may not have been known to the manager. This can help identify whether the issue is genuinely one of capability or whether another factor needs to be addressed.
The meeting provides prompts to explore training, coaching, resources, workload, management support and any health or disability-related issues. Where appropriate, reasonable adjustments should be considered before decisions about an employee’s capability are made.
Where improvement is required, the document helps the manager establish clear and measurable expectations, appropriate support and realistic review dates. These can form part of a performance improvement plan where appropriate.
The document provides space to record the employee’s responses, actions, responsibilities and next steps. A written record helps both parties understand what was discussed and what is expected before the next review.
Use these best practice actions, recommended timescales and process stages to understand when and how the Capability meeting script should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Not necessarily. Capability concerns relate to an employee’s ability to perform their role, while disciplinary matters normally concern conduct. A formal capability procedure may nevertheless follow similar principles of fairness, including giving the employee an opportunity to respond and providing a right of appeal where formal action is taken.
Where the meeting could result in a formal warning or other disciplinary action, there is a statutory right to be accompanied following a reasonable request. The organisation’s own capability procedure may also provide a right to accompaniment at other capability meetings.
The manager should explain the specific concerns, ask the employee for their response, explore possible reasons for the performance difficulties, consider what support may be required and establish whether there are any health, disability or other relevant factors that need to be considered.
Where improvement is required, the meeting can be used to agree or refine a performance improvement plan. Objectives should be specific and measurable, with realistic timescales and clear information about the support available.
Not necessarily. Where the meeting is part of a formal process, it may be appropriate to adjourn so that the manager can consider the evidence and the employee’s response before deciding on the appropriate outcome.
HRDocBox templates provide a structured starting point based on UK HR practice and employment requirements. This script helps managers cover the important elements of a capability discussion consistently while still allowing the conversation to respond to the individual circumstances.
It helped give managers confidence when they had not dealt with the situation before. It gave us a consistent approach without making every conversation sound identical.
How this content is developed and reviewed
The Capability meeting script template 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 disciplinary 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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