Capability meeting (informal) invite letter template
A template to invite an employee to an informal capability meeting where initial concerns about performance are addressed.
- 1 page / 123 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Capability meeting (informal) invite letter
[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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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.
Timings
Timings
Follow these best practice actions to get the most from the Capability meeting (informal) invite letter template, guiding you before, during, and after implementation:
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| 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Capability meeting (informal) invite letter 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. Like the Capability meeting (informal) invite letter template, 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 this template for my organisation?
Yes, in the Capability meeting (informal) invite letter template, as with all of our templates, 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 to the template?
Yes. Once purchased, you'll be able to download the Capability meeting (informal) invite letter template 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 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 a complete HR library.
