Capability Policy : Early Resolution initial meeting outcome letter

Use this letter template at the Early Resolution stage, when writing to an employee to confirm the outcome of an initial meeting.

[Recipient's name & address]



Dear <Title, Surname>,

Outcome from Early Resolution Initial Meeting

Thank you for meeting with me on the <DD/MM/Year> regarding your current performance at work, I am writing to confirm what we agreed. I note you were <represented><accompanied> by <First Name, Surname>, <Union><Job Title>. <I note that you were not represented or accompanied and were happy to proceed on that basis>.

The purpose of our discussion was to review your performance at work in your current role as <Job Title>, <Band> with a view to establishing what the concerns are, whether an improvement can be made, discuss any underlying issues and identify potential solutions that could be provided.

At the meeting, we agreed on the supportive improvements which are detailed in the enclosed Supported Improvement Plan, and agreed these will be reviewed over the next <insert length of review period>. We agreed we would review progress on a <weekly><fortnightly><monthly> basis prior to the final review at the end of this period.

The plan forms a summary of our discussion, I have therefore enclosed 2 copies and would be grateful if you would review, sign and date one copy of the Supported Improvement Plan. This signed copy should be returned to me within 7 calendar days of receipt of this letter.

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.

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

Yours sincerely,


<First Name Surname of Manager>
<Job Title>

CC: Trade Union Representative

Encl: Supported Improvement Plan
<Any other supporting documentation>


1 page [DOC]