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Capability Policy : Early Resolution follow-up invite letter

Published: 01 March 2020


Version history

Use this letter template at the Early Resolution stage, when inviting an employee to a follow-up meeting.

[Recipient's name & address]



Dear <Title, Surname>,

Invite to Early Resolution <Follow-Up or Final Review> Meeting

In accordance with the Early Resolution process of the Capability Policy, I am inviting you to a <Follow-up><Final Review> meeting to discuss your progress to date.

The meeting has been arranged for

Date: <DD/MM/YYYY>
Time: <Time>
Location: <Location>

You have the right to be accompanied by a Trade Union Representative or work colleague. If you want to exercise this right it will be your responsibility to make the necessary arrangements.

At the Early Resolution Initial Meeting which was held on <DD/MM/YYYY>, we agreed the following improvements that needed to be demonstrated in relation to your capability over the past <insert length of review period>:

  • <Summary of improvements needed and timescales>

We also had agreed the following support mechanisms:

  • <summary of support e.g. training, referral to the Occupational Health Service, mentoring / supervision arrangements, flexible working, employee counselling service, etc>

Please confirm your attendance by contacting <First Name, Surname, Job Title> on <Tel No> and advise of the name and role of anyone accompanying you by <DD/MM/YYYY>.
I note that a copy of the NHS Scotland Capability Policy was previously issued to you. Should you require a further copy of the Capability Policy, this can be found on the website. Supporting documentation is enclosed for your information.

I would like to take this opportunity to remind you that confidential Occupational Health Service advice is available if you require support with any health issues as a result of the capability process. Details can be found on the Board’s intranet page.

In the meantime, if you have any queries regarding the above please do not hesitate to contact me.

Yours sincerely,


<Name of Manager>
<Job Title>

Enc <Any other supporting documentation>

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Version history

Published: 01 March 2020


1 page [DOC]

Use this letter template at the Early Resolution stage when writing to an employee to confirm no further action is required following an initial meeting.