Capability meeting (formal stage 1) invite letter template
A clear, professional invite for a formal Stage 1 capability meeting, helping ensure legal compliance and fairness when addressing performance concerns.
- 1 page / 159 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 (formal stage 1) invite letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Formal stage 1 capability meeting invitation
I am writing to invite you to a formal capability meeting under stage 1 of the company’s capability procedure. This meeting has been arranged to formally review concerns regarding your performance in your role as [Job Title].
The meeting will take place on [Date] at [Time] in [Location].
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This template is used to invite an employee to a formal Stage 1 capability meeting, following earlier informal steps. It clearly outlines the purpose and process.
The letter explains what will be discussed, including performance issues, support already given, and possible outcomes such as a warning or action plan.
It also protects the employee’s rights and helps employers follow a consistent, fair, and legally compliant approach to performance management.
Timings
Timings
Follow these best practice actions to get the most from the Capability meeting (formal stage 1) invite letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Review the employee’s performance issues to determine if the matter requires a formal capability meeting (Stage 1). Ensure all documentation and evidence are in place. | Line Manager / HR | As soon as the performance issue is identified (within 1-2 days) |
| 2 | Prepare the Capability Meeting (Formal Stage 1) Invite Letter, ensuring it includes the purpose of the meeting, date, time, location, details of concerns, and the employee's right to representation. | HR | Before sending (at least 3 days before the meeting) |
| 3 | Send the Capability Meeting (Formal Stage 1) Invite Letter to the employee, confirming the meeting details and offering support in preparation (e.g., providing a copy of evidence or asking if they need any adjustments for the meeting). | HR | At least 3-5 days before the scheduled meeting |
| 4 | Ensure the employee acknowledges receipt of the invite and confirms their attendance. Address any concerns they may have prior to the meeting (e.g., requesting representation, asking for time to review evidence). | HR / Line Manager | Within 1-2 days after sending the invite letter |
| 5 | Conduct the capability meeting as scheduled, ensuring that the employee has the opportunity to respond to the concerns raised. Document the outcome and next steps in writing. Send a follow-up letter summarising the meeting and any actions or improvements required. | HR / Line Manager | On the day of the meeting, follow-up letter within 1-2 days after the meeting |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Capability meeting (formal stage 1) 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. 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.
