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Capability meeting script

£7
Word count
Template words
455
Reading time
Reading time
5 mins

Use this if you require a robust and practical capability meeting script.

Budget-friendly bundles featuring this template:

What is a Capability meeting script?

The purpose of this Capability meeting script is to provide you with a flexible and customisable document to serve as a robust and effective starting point for you.

By using our Capability meeting script, you can streamline your process, maintain consistency and accuracy, and save time, and it can be easily adapted to fit your specific scenario.

Applicable legal jurisdictions
In which jurisdictions can this script be used?
Great Britain & NI (United Kingdom), Worldwide

Timings

Step Description Responsibility Timing
1 Schedule the capability meeting, ensuring the employee is informed of the meeting date, time, location, and purpose. Provide the employee with an agenda or script in advance if needed. HR At least 2-3 days in advance
2 Prepare the Capability Meeting Script, which includes introduction, explanation of concerns, opportunity for the employee to respond, and next steps if necessary. HR / Line Manager Before the meeting (at least 1 day before)
3 Conduct the meeting by following the script. Ensure the employee is given the chance to provide feedback or evidence. Focus on clarity and maintaining professionalism. HR / Line Manager At the scheduled meeting time
4 Document the meeting discussion, including key points, feedback, and any commitments made by both the employee and the manager. HR / Line Manager Immediately after the meeting (same day or next day)
5 Follow-up with the employee on any agreed actions, provide further support if necessary, and schedule future reviews to monitor progress and performance. HR / Line Manager Within 1 week of the meeting, with follow-ups scheduled within 1–2 months

Capability meeting Script [Delete this line]

1. Welcome and Purpose of Meeting

Thanks for joining me today. I want to start by saying this is a supportive conversation — the purpose is to talk openly about how things have been going, understand any challenges you’re facing, and explore how we can best support you moving forward.

2. Recap of Concerns

As you know, we’ve noticed some ongoing challenges with [specific performance issue – e.g., meeting deadlines, accuracy, customer interaction].

These concerns have been noticed over [time period] and despite earlier support and informal discussions, they’re still continuing.

I want to emphasise this meeting is not disciplinary – it’s about working together to see if there are ways to help you succeed in your role

3. Employee Response and Context

Before we go any further, I want to give you the opportunity to share your view. Are there any reasons you feel your performance has been impacted recently?

(Listen actively, take notes, and check whether they mention any health conditions or disabilities. If they do:)

Thanks for sharing that. I appreciate your honesty. Let’s talk a bit more about how that’s affecting your work and what adjustments we could explore

4. Discussion of Support and Adjustments

We want to support you to do your best work. Based on what you’ve told me and what we’ve observed, here are a few things we could look into.

(List any relevant support: reduced duties, adjusted hours, tech support, training refreshers, occupational health referral, etc.)

We can also consider a referral to Occupational Health, who can help us understand what reasonable adjustments may be appropriate.

5. Expectations and Performance Objectives

Looking ahead, I’d like us to agree on some clear, realistic objectives so we’re both on the same page.

(Review 2–4 key objectives based on the role. Use SMART goals.)

We’ll give you time to improve, and we’ll check in regularly to see how things are going.

6. Next Steps and Follow-Up

I’ll follow up in writing to summarise what we’ve discussed today, including the support measures and what we’ve agreed.

Let’s plan a review meeting in [e.g., 4 weeks] to assess progress and decide next steps.

7. Closing

I know this isn’t an easy conversation, but I hope you feel it’s been constructive. Please do reach out if anything we’ve discussed isn’t clear or if there’s more support you need.

Post-Meeting Follow-Up:

 

  • Send a meeting summary letter/email.

  • Document agreed adjustments and review period.

  • Monitor performance and maintain regular touchpoints.

  • Escalate formally only if no improvement is seen and support has been exhausted.

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capability meeting script