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Confirms the outcome of a Stage 1 capability meeting and outlines the next steps, including improvement plans, warnings, or appeal rights.
[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.
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:
| 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) |
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.
Absolutely. As with the Capability meeting (formal stage 1) outcome confirmation 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.
Yes, we highlight the areas of the Capability meeting (formal stage 1) outcome confirmation letter template 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.
Yes. Once purchased, you'll be able to download the Capability meeting (formal stage 1) outcome confirmation 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.
If you're looking for broader support, we also offer toolkits and library bundles that include the Capability meeting (formal stage 1) outcome confirmation letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
The risk of using a free AI-generated template 'without review' includes your legal exposure, missing context, and no awareness of the wider process, whereas purchasing the Capability meeting (formal stage 1) outcome confirmation letter template from us mitigates that risk.
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