What is a performance improvement plan?
A performance improvement plan (PIP) is what a manager uses when an employee's work has fallen short of what the role needs and informal feedback hasn't fixed it. A good PIP is specific and fair: it says exactly what the problem is, what "good" looks like, how progress will be measured, what help the company will give, and when the final review happens. It gives the employee a real chance to improve — and gives the company a clear record if it doesn't.
This template opens with a summary box (employee, manager, start date, final review, check-in frequency), then walks through the concerns with examples, earlier discussions, the goals with their measures and deadlines, the support on offer, regular check-ins with notes shared with the employee, and the three possible outcomes at the final review: goals met, one extension for clear progress, or further action under your procedures. The employee signs to confirm they received the plan — not that they agree with every point.
- Best for
- Documenting a structured, time-bound plan after performance concerns
- Signed by
- The manager and the employee
- Check-ins
- Weekly, every two weeks or monthly — your choice
- Length
- About 2 pages
When to Use a performance improvement plan
- An employee is consistently missing targets, deadlines or quality standards
- Informal feedback in one-to-ones hasn't led to lasting improvement
- A manager wants a fair, documented process before considering a formal warning
- A team lead needs to agree specific goals and support with someone struggling in a new role
- HR wants every PIP in the company to follow the same structure
What You Fill In
13 blanks, then the name and email of each person who signs: manager, employee.
1 The plan
- Company name*
- Employee's full name*
- Employee's job title*
- Plan starts*
- Final review date*
2 The concerns
- Performance concerns*
- Earlier discussions
3 Goals and support
- Goals, measures and deadlines*
- Support the company will provide
- Check-in meetings* every week · every two weeks · every month
- When check-ins happen
4 Outcome
- If the goals are not met* further action under the Company's procedures, which may include a formal warning · further action under the Company's procedures, which may include dismissal
- Who else the employee can talk to
5 Who signs
- Manager signature and date, job title · The employee's line manager, who runs the plan
- Employee signature and date · Signs to confirm the plan was discussed and received
What the performance improvement plan Covers
- Purpose of this plan
- Performance concerns
- Goals and how they will be measured
- Support
- Check-ins
- The final review
- Other points
Using the performance improvement plan, step by step
1 Describe the concerns with evidence
Write what is expected and what has actually happened, with examples and dates — "average resolution time of 3 days against a team standard of 1 day" rather than "slow". Add when the concerns were raised before, if they were.
2 Set measurable goals
Each goal should say what must be achieved, how it will be measured and by when. Keep them achievable in the time you set; 30, 60 or 90 days are common, depending on the role.
3 Agree support and check-ins
List the training, coaching or workload changes you will provide, and choose how often you'll meet. The plan commits the manager to keep notes of each check-in and share them.
4 Choose the possible outcome and send
Pick what may follow if the goals aren't met — a formal warning or, where appropriate, dismissal — so the employee isn't surprised. Add yourself as the manager, add the employee, and send. Both signatures and dates are placed for you.
Tips Before You Send It
- Hold a meeting to go through the plan before sending it for signature — the PIP should confirm a conversation, not replace it.
- Be honest about the possible consequences, but make the goals genuinely reachable. A PIP designed to fail helps no one.
- Ask whether anything is getting in the way — health, workload, tools or personal circumstances — and consider adjustments.
- Follow your own capability or disciplinary procedure and local law, including any right to be accompanied or to appeal.
- Keep the check-in notes. They are the best evidence of progress, and of the support you gave.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Performance improvement plan: frequently asked questions
Does the employee have to agree with the PIP to sign it?
No. The signature line says the employee's signature confirms the plan was discussed and received, and does not mean they agree with every point. They are encouraged to raise anything that seems unclear or unrealistic.
How long should a performance improvement plan last?
Long enough to show real, sustained improvement — often 30, 60 or 90 days. You set the final review date. The template also allows one extension if there has been clear progress but not all goals are met.
Is a PIP the same as a written warning?
No. A PIP is a support plan with goals and check-ins. A written warning is a formal disciplinary step. Some companies use a PIP first and a warning if the goals are not met; others use both together. Follow your own procedure.
Can a PIP be signed electronically?
Generally, yes. Electronic signatures are widely accepted for workplace documents like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR keeps an audit trail of who signed and when.