Capability hearing (final formal stage) invite letter template
Invites an employee to a final capability hearing and outlines performance concerns, possible outcomes, and their right to be accompanied.
- 1 page / 176 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 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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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.
Timings
Timings
Follow these best practice actions to get the most from the Capability hearing (final formal stage) invite letter template, guiding you 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Capability hearing (final formal stage) invite 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.
