Capability hearing (final formal stage) invite letter template
Supporting information
Invites an employee to a final capability hearing and outlines performance concerns, possible outcomes, and their right to be accompanied.
Capability hearing (final formal stage) invite letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to final stage capability hearing
I am writing to invite you to attend a final stage capability hearing to discuss ongoing concerns about your performance in your role as [Job Title].
The hearing will take place on [Date] at [Time] in [Location]. It will be chaired by [Chairperson’s Name and Job Title], and [Other Attendees] will also
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What is this for?
This template invites an employee to attend a final stage capability hearing, where serious performance concerns will be reviewed.
It sets out the purpose of the meeting, who will attend, the potential outcomes, and the employee’s rights under the process.
The letter ensures transparency, fairness, and clear communication at a critical point in the capability procedure.
Process timescales
Best practice for using the Capability hearing (final formal stage) invite letter template, including key actions before, during, and after implementation.
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| Step | Description | Responsibility | Timing |
| 1 | Identify the need for a formal capability hearing based on the employee's ongoing performance issues after prior support and warnings. | Line Manager / HR | Ongoing monitoring, usually after 4–12 weeks of improvement period |
| 2 | Gather all relevant performance documentation, including previous warnings, performance reviews, and evidence of support provided. | HR / Line Manager | 1 week before hearing |
| 3 | Prepare and draft the Capability Hearing Invite Letter, outlining the reason for the hearing, date/time, and the employee’s right to be accompanied. | HR | Within 1–2 days of decision to proceed with hearing |
| 4 | Send the invite letter to the employee, ensuring they have sufficient time (usually 5–7 days) to prepare for the hearing and arrange for a representative if desired. | HR | At least 5–7 days before the scheduled hearing |
| 5 | Follow up with the employee to confirm attendance and any additional information they may require. Prepare all materials for the hearing. | HR | 1–2 days before hearing |
