Capability hearing no further action letter template
5 mins to read, 10 mins to prep
1 A4 page / c.137 words
Reviewed 1 September 2025
Timings
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Capability hearing no further action letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of capability hearing – no further action
I am writing to confirm the outcome of the capability hearing held on [Date], chaired by [Chairperson’s Name and Job Title].
Following a review of the evidence and discussion during the meeting, it has been decided that no formal action will
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Purpose
This template is used when a capability hearing concludes that no formal action is needed. It confirms the outcome clearly and positively.
It acknowledges improvements or lack of evidence for action, while making clear that performance will continue to be monitored.
The letter supports fairness, clarity, and consistency in capability processes, helping protect both employee and employer interests.
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 | Conduct the capability hearing, providing the employee with the opportunity to present their case and any evidence or mitigating factors. | HR / Line Manager | On the day of the hearing |
| 2 | Assess the information provided, including the employee’s performance, the evidence presented, and any mitigating factors. Determine if no further action is needed. | HR / Line Manager | Immediately after hearing or within 1–2 days |
| 3 | Prepare the No Further Action Letter, outlining the outcome of the hearing, the reasons for the decision, and any plans for continued support if necessary. | HR | 1–2 days after the hearing |
| 4 | Send the No Further Action Letter to the employee, confirming the decision, and reiterating any next steps, such as ongoing performance monitoring or support. | HR | Within 3–5 days after the hearing |
| 5 | Monitor the employee's performance going forward to ensure there are no further concerns. Offer continued support and check-in regularly. | HR / Line Manager | Ongoing, with follow-ups every 4–6 weeks |
