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Model documents and policies

Downloadable and customisable documents relating to managing capability.

Letter

Letter confirming dismissal for capability issues

Letter confirming dismissal for capability issues

Last Modified
Previously modified
This letter template confirms that following a capability meeting the employee is being dismissed as the reasons given by the employee to explain their performance or respond to allegations are unacceptable. The letter confirms their last day of employment and payment arrangements and also outlines the employee’s right to appeal against the dismissal.
Letter confirming dismissal for capability issues

Letter confirming outcome of capability appeal hearing where the original decision is upheld

Letter confirming outcome of capability appeal hearing where the original decision is upheld

Last Modified
Previously modified

This letter to an employee confirms the outcome of a capability appeal hearing where the original decision has been upheld. You should ensure that you provide duplicate copies of this letter to the employee for them to sign and return.

Letter confirming outcome of capability appeal hearing where original decision is upheld

Letter inviting employee to a formal capability meeting

Letter inviting employee to a formal capability meeting

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Previously modified
This letter template confirms the date, time and place of the capability meeting and outlines who will conduct the meeting and who will act as a witness and note-taker. The letter also outlines why the employee has been invited to a capability meeting and the purpose of the meeting. It has an optional clause referring to the processing of special category data and the inclusion of the lawful basis for processing that data.
Letter inviting employee to a formal capability meeting

Letter issuing a final written warning about capability issues

Letter issuing a final written warning about capability issues

Last Modified
Previously modified
This letter confirms the outcome of a capability meeting and that the employee is being issued with a final written warning as the reasons given to explain their performance or respond to allegations are unacceptable. The letter confirms that the employee has already a written warning and that they will be monitored with regards to the capability issues over a specified period of time.
Letter issuing a final written warning about capability issues

Letter following a capability meeting informing the employee that no formal penalty will be imposed

Letter following a capability meeting informing the employee that no formal penalty will be imposed

Last Modified

This letter informs an employee that, following a capability hearing, the company has decided not to impose a disciplinary penalty, but that they are required to improve their performance and this will be reviewed at a further meeting.

Letter following a capability meeting informing the employee that no formal penalty will be imposed

Letter issuing a written warning about capability issues

Letter issuing a written warning about capability issues

Last Modified
Previously modified
This letter confirms the outcome of a capability meeting and that the employee is being issued with a written warning as the reasons given to explain their performance or respond to allegations are unacceptable. The letter confirms that the employee will be monitored with regards to the capability issues and that the warning will remain on their file for a specified period of time.
Letter issuing a written warning about capability issues

Letter confirming outcome of capability appeal hearing where the original decision is overturned

Letter confirming outcome of capability appeal hearing where the original decision is overturned

Last Modified

This letter to an employee confirms the outcome of a capability appeal hearing where the original decision has been overturned. You should ensure that you provide duplicate copies of this letter to the employee for them to sign and return.

Letter confirming outcome of capability appeal hearing where the original decision is overturned

Policy

Capability policy - performance

Capability policy - performance

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Previously modified
This policy covers performance management, assessment of capability, induction, responsibilities of the employee, responsibilities of the line manager, responsibilities of HR, succession planning, and promotion and monitoring of capability issues.
Capability policy - performance

Policy and procedure on capability

Policy and procedure on capability

Last Modified
Previously modified
This policy outlines the approaches that may be taken where an employee is incapable of performing their role due to long-term illness or disability, including transfer to another role or dismissal. It includes a section on data relating to health being processed in line with data protection policies.
Policy and procedure on capability

Questionnaire

Template

Performance improvement plan

Performance improvement plan

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Previously modified
This document can be used to outline expected performance improvement targets. It includes actions taken to get performance back on track, timescales and consequences.
Performance improvement plan

Form

Form to record informal capability discussion

Form to record informal capability discussion

Last Modified
Previously modified

This template form can be used to record the discussions which take place at an informal meeting about the performance improvements required from the employee, including the proposed timeframe for these and confirming that formal capability action may be taken if the improvement is not achieved.

Form to record informal capability discussion