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Invites an employee to a final capability hearing and outlines performance concerns, possible outcomes, and their right to be accompanied.
[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.
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:
| 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 |
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Yes, 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 document 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 it 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 hearing (final formal stage) invite 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.
AI-generated templates can be useful as a starting point, but they may not reflect current UK employment legislation, your organisation's specific circumstances, or the wider HR process. This professionally drafted template has been prepared using current UK employment law and HR best practice, helping reduce the need for significant amendments.
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