Capability meeting (formal stage 1) outcome confirmation letter template
Confirms the outcome of a Stage 1 capability meeting and outlines the next steps, including improvement plans, warnings, or appeal rights.
- 1 page / 164 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) outcome confirmation letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of formal stage 1 capability meeting
I am writing to confirm the outcome of the formal Stage 1 capability meeting held on [Date], which was attended by [Names of attendees].
During the meeting, we discussed the concerns about your performance in your role as [Job Title]. We also considered your comments and any relevant context
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This letter formally records the outcome of a Stage 1 capability meeting. It ensures clarity for the employee about the decision made and what happens next.
Whether a warning is issued or a support plan is implemented, the letter provides transparency and helps the employee understand expectations.
It supports a fair, consistent approach to performance management and outlines the employee’s right to appeal the decision.
Timings
Timings
Follow these best practice actions to get the most from the Capability meeting (formal stage 1) outcome confirmation letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Document the agreed outcome of the formal Stage 1 capability meeting, including any support measures, timescales for improvement, and potential consequences if progress is not made. | HR / Line Manager | Immediately following the meeting (within 1 working day) |
| 2 | Draft the Capability Meeting (Formal Stage 1) Outcome Confirmation Letter summarising the meeting discussion, outcome, expectations, review period, and right of appeal. | HR | Within 1-2 working days after the meeting |
| 3 | Check the letter for accuracy and ensure alignment with meeting notes and any agreed action plan. | HR / Line Manager | Immediately after drafting |
| 4 | Send the outcome letter to the employee via email or post, retaining a signed or dated copy on file. | HR | Within 2-3 working days of the meeting |
| 5 | Monitor the employee's progress during the review period and provide support in line with the improvement plan. Schedule a follow-up review meeting. | Line Manager | Ongoing over agreed review period (e.g., 4-8 weeks) |
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) outcome confirmation 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.
