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Capability Policy : Early Resolution initial meeting invite letter

Published: 01 March 2020


Version history

Use this letter template at the Early Resolution stage, when inviting an employee to an initial meeting.

[Recipients name and address]



Dear <Title, Surname>,

Invite to Early Resolution Initial Meeting

As previously advised, I would like to meet with you to review your performance at work in your current role as <Job Title>, <Band>. This meeting is to provide a supportive environment to discuss what the concerns are, establish whether an improvement can be made, discuss any underlying issues and identify potential solutions that could be provided. The meeting has been arranged for

Date: <Date>
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.
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 have included a copy of the NHSScotland Capability Policy and supporting information. This can also be found on the Board’s internet page.

I would like to take this opportunity to advise 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 intranetpage.

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

Yours sincerely


<First Name Surname of Manager>
<Job Title>

Encl: Capability Policy, Employee Guide, Capability Flowchart
<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 the outcome of an initial meeting.