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A template to invite an employee to an informal capability meeting where initial concerns about performance are addressed.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to capability meeting
I am writing to invite you to an informal capability meeting to discuss my concerns about your performance in your role as [Job Title].
The meeting will take place on [Date] at [Time] in [Location] with me.
The
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For more value, this is also found in our Full library and Capability templates toolkit
This template provides a professional, clear format for inviting an employee to an informal capability meeting. It ensures the tone remains fair and supportive throughout.
The letter sets out the meeting purpose, details, and reassures that no decision will be made without discussion.
Using this template helps organisations meet legal and procedural obligations while maintaining respect and empathy for the employee.
Follow these best practice actions to get the most from the Capability meeting (informal) invite letter template, guiding you before, during, and after implementation:
| Step | Description | Responsibility | Timing |
| 1 | Identify concerns with the employee’s performance that require an informal conversation to offer support and improvement guidance. | Line Manager | As soon as concerns are consistently noted (typically over 2–4 weeks) |
| 2 | Gather recent performance examples, expectations, and any relevant support previously offered. | Line Manager / HR | 1–2 working days before sending invite |
| 3 | Draft the Informal Capability Meeting Invite Letter, explaining the purpose of the meeting, performance concerns, and intention to provide support. | HR / Line Manager | 1 working day |
| 4 | Send the invite letter to the employee, allowing reasonable notice for the meeting (e.g., 2 working days), and explain their right to bring a colleague if appropriate. | HR | 2 working days before the meeting |
| 5 | Hold the informal meeting, then agree a short-term support or improvement plan and follow up in writing with a summary of the discussion. | Line Manager | Within 1 working day after meeting |
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Yes, 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.
Yes, we highlight the areas of the document 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.
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.
If you're looking for broader support, we also offer toolkits and library bundles that include the Capability meeting (informal) invite letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI-generated templates can be useful as a starting point, but they may not reflect current UK employment legislation, your organisation's specific circumstances, or the wider HR process. This professionally drafted template has been prepared using current UK employment law and HR best practice, helping reduce the need for significant amendments.
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