Capability meeting script template
Supporting information
Our capability meeting script template equips you with a structured framework for effective use.
Capability meeting script
1. Welcome and Purpose of Meeting
Thanks for joining me today. I want to start by saying this is a supportive conversation — the purpose is to talk openly about how things have been going, understand any challenges you’re facing, and explore how we can best support you moving forward.
2. Recap of Concerns
As you know, we’ve noticed some ongoing challenges with [specific performance issue – e.g., meeting deadlines, accuracy, customer interaction].
These concerns have been noticed over [time period] and despite earlier support and informal discussions, they’re still continuing.
I want to emphasise this meeting is not disciplinary – it’s about working together to see if there are ways to help you succeed in your role
3. Employee Response and Context
Before we go any further, I want to give you the opportunity to
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What is this for?
This Capability meeting script template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.
Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.
Process timescales
Best practice for using the Capability meeting script template, including key actions before, during, and after implementation.
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| Step | Description | Responsibility | Timing |
| 1 | Schedule the capability meeting, ensuring the employee is informed of the meeting date, time, location, and purpose. Provide the employee with an agenda or script in advance if needed. | HR | At least 2-3 days in advance |
| 2 | Prepare the Capability Meeting Script, which includes introduction, explanation of concerns, opportunity for the employee to respond, and next steps if necessary. | HR / Line Manager | Before the meeting (at least 1 day before) |
| 3 | Conduct the meeting by following the script. Ensure the employee is given the chance to provide feedback or evidence. Focus on clarity and maintaining professionalism. | HR / Line Manager | At the scheduled meeting time |
| 4 | Document the meeting discussion, including key points, feedback, and any commitments made by both the employee and the manager. | HR / Line Manager | Immediately after the meeting (same day or next day) |
| 5 | Follow-up with the employee on any agreed actions, provide further support if necessary, and schedule future reviews to monitor progress and performance. | HR / Line Manager | Within 1 week of the meeting, with follow-ups scheduled within 1–2 months |
