Capability meeting (informal) invite letter template
Supporting information
A template to invite an employee to an informal capability meeting where initial concerns about performance are addressed.
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
You're previewing 30% of this document. For instant full access, purchase this item or a parent bundle.
What is this for?
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.
Process timescales
Best practice for using the Capability meeting (informal) invite letter template, including key actions before, during, and after implementation.
Instantly unlock with a purchase.
Instantly unlock with a purchase.
| 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 |
