Capability meeting script template
Our capability meeting script template equips you with a structured framework for effective use.
- 2 pages / 455 words.
- Last updated 05/05/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
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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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.
Timings
Timings
Follow these best practice actions to get the most from the Capability meeting script template, guiding you 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Capability meeting script template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
