Model documents and policies
Downloadable and customisable documents relating to managing capability.
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Letter confirming dismissal for capability issues
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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.
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Letter inviting employee to a formal capability meeting
Letter inviting employee to a formal capability meeting
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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.
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Letter issuing a final written warning about capability issues
Letter issuing a final written warning about capability issues
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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.
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Letter issuing a written warning about capability issues
Letter issuing a written warning about capability issues
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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.
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Capability policy and procedure - performance
Capability policy and procedure - performance
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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.
It also covers the process to follow should it become necessary to terminate the employment due to performance related capability.
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Performance management review procedure
Performance management review procedure
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Use this document when an employee has completed a requisite length of service to address performance concerns. It may be necessary when investigating the cause of an employee's poor performance.
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Policy and procedure on capability
Policy and procedure on capability
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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.
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Questions to ask when checking underperformance
Questions to ask when checking underperformance
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This document, to be used when checking underperformance, lists what to check, probable reasons for the underperformance and the action required.
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Performance improvement plan
Performance improvement plan
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This document can be used to outline expected performance improvement targets. It includes actions taken to get performance back on track, timescales and consequences.
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Form to record informal capability discussion
Form to record informal capability discussion
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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.
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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
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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 upheld
Letter confirming outcome of capability appeal hearing where the original decision is upheld
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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 informal capability discussion
Letter confirming outcome of informal capability discussion
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This letter confirms to an employee what was agreed at an informal meeting over capability concerns, detailing what is expected of them in future and reminding the employee that future concerns will be addressed under the formal process.
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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
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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 inviting an employee to a formal capability review meeting
Letter inviting an employee to a formal capability review meeting
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This letter sets out the process for inviting an employee to a capability review meeting, including information on the right to be accompanied and the potential outcomes of this meeting.
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Letter inviting employee to a formal capability appeal meeting
Letter inviting employee to a formal capability appeal meeting
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This letter sets out the process for inviting an employee to a capability appeal hearing, including information on the right to be accompanied and the right to postpone the hearing.
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Letter rescheduling a capability appeal hearing
Letter rescheduling a capability appeal hearing
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This letter is to inform an employee of the new time and place of a capability appeal hearing that the employee failed to, or was unable to, attend.
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Capability policy and procedure - general
Capability policy and procedure - general
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This policy combines both medical and performance related capability into one general capability policy
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Letter confirming the issuing of a formal warning following a hearing for poor performance
Letter confirming the issuing of a formal warning following a hearing for poor performance
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This letter confirms the issuing of a formal warning following a capability hearing for poor performance. It confirms the time and date of the hearing, the content of the discussion, the standard of performance that is expected, the timescales for improvement, the consequence of insufficient improvement and the right to appeal.
Letter confirming that an employee has been given a formal verbal warning for poor performance
Letter confirming that an employee has been given a formal verbal warning for poor performance
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This letter is to confirm to an employee that they have been given a formal verbal warning for poor performance, which will remain on their file, and that they have the right to appeal.
Letter confirming what has been agreed following an informal discussion regarding minor unsatisfactory performance
Letter confirming what has been agreed following an informal discussion regarding minor unsatisfactory performance
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This letter of concern confirms to an employee what was agreed at an informal meeting over minor unsatisfactory performance, detailing what is expected of them in future. It can be used to issue an informal warning for unsatisfactory performance..
Letter informing an employee of the outcome of an appeal hearing regarding poor performance
Letter informing an employee of the outcome of an appeal hearing regarding poor performance
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This letter confirms to an employee the outcome of an appeal meeting regarding poor performance, including the reasons for their appeal and any mitigating factors, stating that the decision is now final.
Letter inviting an employee to an investigatory meeting
Letter inviting an employee to an investigatory meeting
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This letter invites an employee to an investigatory meeting regarding their capability. The letter expresses concerns regarding performance and invites the employee to a meeting to explore the issue. It explains the purpose of the meeting and asks for confirmation of attendance. The employee's right to be accompanied is also mentioned.
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