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Capability Policy : Early Resolution outcome - move to formal process letter

Published: 01 March 2020


Version history

Use this letter template at the Early Resolution stage, when writing to an employee confirming the outcome of informal discussions.

[Recipient's name & address]


Dear <Title, Surname>,

Outcome from Early Resolution process

Following the final review meeting with myself on <DD/MM/YYYY> regarding the early resolution process as set out in the NHSScotland Capability Policy, I am writing to confirm the outcome. 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 whether an improvement had been made and to review the support and assistance provided to you from our initial discussions.

As discussed during the meeting, I have reviewed your performance over the <insert length of review period> and unfortunately, satisfactory improvement has not been achieved in the following areas:

  • <Detail regarding why improvements / areas have not been achieved – are examples given in SIP? If not, detail here>

As discussed during the meeting, your performance will now be addressed under Formal Stage 1 of the NHSScotland Capability Policy. Details of the next stage of the process will be issued to you in the near future.

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,


<Name of Manager>
<Job Title>

cc: HR
Trade Union Representative

Enc Supported Improvement Plan
<OHS Report/s>
<Any other supporting documentation>

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Version history

Published: 01 March 2020


1 page [DOC]