SA05-h Stage 3 Capability Meeting - Long Term Absence Confirmation of Dismissal Letter

Q: What is the purpose of the Stage 3 Capability Meeting described in the letter?

The meeting was arranged to discuss the employee’s current long-term absence from work, including the outcome of the Stage 2 Formal Attendance Review and the occupational health advice supporting next steps.

Q: What role does Occupational Health play in the decision outcomes?

The letter summarizes the medical report and advice received from the Council’s Occupational Health Adviser. That advice is used to determine whether dismissal on ill-health capability grounds is appropriate or whether ill-health retirement can be awarded.

Q: What actions and rights are provided to the employee after dismissal or retirement confirmation?

The employee is informed about pay in lieu of notice and payment for outstanding annual leave (where applicable). The letter also explains appeal rights, including timelines and the requirement to submit appeals to the appropriate authority.

Sep 2, 2026

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A formal confirmation letter following a Stage 3 Capability Meeting addresses long-term sickness absence. It records meeting arrangements via telephone or video conferencing, references the earlier Stage 2 Formal Attendance Review outcome, and summarizes discussions covering wellbeing, occupational health medical reports, and any recommended adjustments or supports. Depending on occupational health advice, it confirms termination on ill-health capability grounds, or Tier 1/2 ill-health retirement, and provides notice, pay-in-lieu, appeal rights, and instructions for pension paperwork and returning council equipment.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages3

Reading Time1 min

AccessFree to download

Stage 3 Capability Meeting - Long Term Absence Confirmation of Dismissal

Meeting details and purpose

Occupational Health review and supports considered

Decision outcomes: dismissal or ill health retirement

Notice payments and appeal procedures

Return of council equipment and closing

Dear <> STAGE 3 CAPABILITY MEETING – LONG TERM ABSENCE - CONFIRMATION OF DISMISSAL ON THE GROUNDS OF ILL HEALTH / ILL HEALTH RETIREMENT JOB TITLE: (insert job title for ALL employees posts the absence is referring to) I refer to the Stage 3 Capability Meeting held on (insert date). This meeting was conducted by telephone/video conferencing/held at (insert location) (delete as appropriate). You were accompanied at the meeting by (insert name)/you confirmed that you were happy not to be accompanied at this meeting (delete as appropriate). Name, Employment & Policy Adviser was also in attendance as a representative from People Resources. The meeting was arranged to discuss your current absence from work which began on (insert date) due to (insert reason). We began the meeting by discussing the outcome of your Stage 2 Formal Attendance Review Meeting (enter details of previous meeting). At the meeting, we discussed how you were feeling, and you advised (enter details of discussion held). We also discussed the medical report received following your appointment with the Council’s Occupational Health Adviser (insert summary of discussion). In addition, we discussed the advice received from Occupational Health in relation to any adjustments/supports that could be offered to support your return to work and you advised (insert details discussed) We then discussed the supports given/offered by the council including (enter details – ensure Stage 3 Capability Checklist has been completed and discussed with E&P) I asked if there was any additional information that you wished to be considered in relation to your absence(s) and you advised that (insert summary of discussion). <(if ill health retirement not considered/not in pension) Having considered your level of sickness absence, the Occupational Health reports, and the information provided by you, I advised that the Council could not continue to sustain your current level of sickness absence. Therefore, I confirmed that your employment with the Council would be terminated on the grounds of capability due to ill health/ on the grounds of unsustainable levels of absence (delete as appropriate) effective from (insert date of meeting) <(ill health retirement granted) I confirmed that the advice from Occupational Health is that you are permanently unfit to carry out the duties of your current post of (insert job title). The Occupational Health Physician also advised that you are likely/unlikely (delete as appropriate) to be able to undertake gainful employment before state pension age, after leaving this employment. Having considered the Ill health report from Occupational health along with all the available medical evidence I advised that the Council is awarding you Tier 1\2 (delete as appropriate) Ill Health Retirement with effect from (insert date). Arrangements will be made to send you the relevant pension paperwork to complete which will then be forwarded to Strathclyde Pension Fund, who will provide you with details of your ill health retirement benefits. <(ill health retirement not granted) I confirmed that the advice from Occupational Health is that you are not permanently unfit to carry out the duties of your current post of (insert job title) due to the fact that (insert short summary of rationale from OH report). Having considered the Ill health report from Occupational health along with all the available medical evidence I advised that the Council is unable to grant you Ill Health Retirement. I advised that having fully considered the circumstances of your absence, including the support and adjustments offered to you to try and assist with a return to work, as detailed above, and as you remain unfit for work and are unable to provide an imminent return to work date, regretfully it was determined that you would be dismissed from the Council on the grounds of capability due to ill-health effective from (insert date of meeting). You will receive (insert weeks) pay in lieu of not

FAQs

What is the purpose of the Stage 3 Capability Meeting described in the letter?

The meeting was arranged to discuss the employee’s current long-term absence from work, including the outcome of the Stage 2 Formal Attendance Review and the occupational health advice supporting next steps.

What role does Occupational Health play in the decision outcomes?

The letter summarizes the medical report and advice received from the Council’s Occupational Health Adviser. That advice is used to determine whether dismissal on ill-health capability grounds is appropriate or whether ill-health retirement can be awarded.

What actions and rights are provided to the employee after dismissal or retirement confirmation?

The employee is informed about pay in lieu of notice and payment for outstanding annual leave (where applicable). The letter also explains appeal rights, including timelines and the requirement to submit appeals to the appropriate authority.

Sep 2, 2026

Upload by Connor