Manager tool 03
Performance concern meeting record
A structured note for an early performance conversation, with clear expectations, support and review points.
Best for
An informal capability or performance discussion before a formal route is considered
Time
Use during and immediately after the meeting
Reviewed
10 September 2026
Pause and get HR or specialist advice if...
- The issue may be conduct rather than capability, or the distinction is unclear.
- Health, disability, pregnancy, family leave or another protected matter may be relevant.
- A formal warning or dismissal could be an outcome.
Meeting details
Employee
Manager
Date and time
Purpose explained as informal/formal
The concern
Expected standard or objective
Specific examples and dates
Impact on customers, work, deadlines or colleagues
Evidence referred to
Employee's perspective
Employee's explanation in their own words
Any barriers, workload or unclear expectations identified
Any health, disability or support issue raised
What the employee believes would help
Improvement plan
- Set objectives that are specific, measurable, achievable, relevant and time-bound.
- Confirm what support, training, equipment or management time will be provided.
- Explain how progress will be measured and how often feedback will be given.
- State what may happen if improvement is not achieved, using the organisation's procedure.