Capability Policy : Stage 2 invite letter

Use this letter template when inviting an employee to a Stage 2 meeting.

[Recipient's name & address]



Dear <Title, Surname>,

Invite to Stage Two Meeting

Following the final review meeting for Stage 1 with your line manager <Name>, <Job Title>, a decision was taken to progress to Stage Two of the NHSScotland Capability Policy. I am writing to inform you that the initial meeting under Stage Two will be held on:

Date: <Date
Time: <Time>
Location: <Location>

I have been asked to chair the meeting and will be supported by <Name of HR representative> <Job Title>. The Chair of the Formal Stage One Meeting <Line Manager>, <Job Title> will also be in attendance at the Stage Two meeting.

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 note that an option at this stage is to explore alternative employment options with you, which could include permanent redeployment. The Redeployment Policy sets out the process for redeployment and is included for you to read prior to the Stage Two meeting, to see if this is an option you want to consider.

Please confirm your attendance by contacting <Name, job title> on <Tel No> and advise of the name and role of anyone accompanying you by <Date>.
I note that a copy of the NHSScotland Capability Policy has previously been sent to you. Should you require a further copy of the Capability Policy, it can be found on 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>

CC: <HR>
<Trade Union Representative or work colleague>

Encl: <OHS report/s>
<Any other supporting documentation>
<The Redeployment Policy>


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