Capability meeting (formal stage 1) outcome confirmation letter template
Specs:
5 mins to read, 10 mins to prep
164 words, 1 A4 page
Reviewed 1 September 2025
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Best practice timings
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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.
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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What is this for?
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.
Best practice timings
Best practice for using the Capability meeting (formal stage 1) outcome confirmation letter template, including key actions 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) |
