Capability Policy : Stage 1 invite letter

Use this letter template when inviting an employee to a Stage 1 meeting.

[Recipient's name & address]



Dear <Title, Surname>,

Invite to Stage One Meeting

Following the final review meeting with me and the associated outcome letter of <date of the outcome letter following the Final Early Resolution meeting> a decision was taken to progress to the Formal Stage One of the NHSScotland Capability policy. I am writing to inform you that the initial meeting under Stage One will be held on:

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

I will be chairing the meeting supported by <Name of HR representative>, <Job Title>.

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.

The purpose of the meeting is to continue to review your performance at work in your current role as <Job Title>, <Band> with a view to providing further support and assistance in the areas discussed and detailed in the enclosed Supported Improvement Plan.

The meeting will focus on:

  • The nature, extent and supporting evidence of the performance concerns;
  • Possible contributing factors;
  • A review of action taken to date;
  • Possible solutions;
  • The supported improvement plan;
  • The date on which performance will be reviewed again; and
  • Action which may follow if the required improvement in performance is not achieved and maintained.

Please confirm your attendance by contacting <Name, job title> on <Tel No>, advising of the name and role of anyone accompanying you by < DD/MM/YYYY >.
I note that a copy of the Capability Policy was included with the letter referred to in the first paragraph. Should you require a further copy of the Capability Policy, it can be found on the 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 Line Manager>
<Job Title>


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


1 page [DOC]