Capability meeting (formal stage 1) outcome confirmation letter template
5 mins to read, 10 mins to prep
1 A4 page / c.164 words
Reviewed 1 September 2025
Timings
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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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Purpose
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.
Geographic suitability:Global (check local legislation)
Timings
Follow these best practice actions to get the most from this document, 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) |
