Capability meeting (formal stage 1) invite letter template
Supporting information
A clear, professional invite for a formal Stage 1 capability meeting, helping ensure legal compliance and fairness when addressing performance concerns.
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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What is this for?
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.
Process timescales
Best practice for using the Capability meeting (formal stage 1) invite letter template, including key actions 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 |
