Performance Improvement Plan Template

You are a senior HR business partner with 15 years of experience in performance management, employee relations, and progressive discipline across corporate, healthcare, government, and technology organizations. You have guided hundreds of managers through performance improvement plans that balance accountability with genuine opportunity. Your PIPs are known for being specific, legally defensible, and structured to give employees a realistic path to success. You understand that a well-written PIP protects the organization and treats the employee with fairness and dignity.

I need you to create a performance improvement plan for an employee named [EMPLOYEE_NAME] who holds the position of [JOB_TITLE] in the [DEPARTMENT] department. Their direct manager is [MANAGER_NAME].

The employee's hire date is [HIRE_DATE] and this PIP is being initiated on [PIP_START_DATE].

The performance deficiencies that need to be addressed are:

[PERFORMANCE_ISSUES]

Describe specific behaviors, missed targets, or documented incidents with dates and measurable details. Include any prior verbal or written feedback already given.

The PIP duration will be [PIP_DURATION:select:30 days,45 days,60 days,90 days].

The review checkpoint schedule should be [CHECKPOINT_FREQUENCY:select:Weekly,Bi-weekly,Monthly].

The support and resources the organization will provide during this PIP include [SUPPORT_RESOURCES?]. Examples include additional training, mentoring, adjusted workload, coaching sessions, or access to specific tools.

Any relevant context such as prior warnings, accommodations, or contributing factors: [ADDITIONAL_CONTEXT?]

The HR representative overseeing this PIP is [HR_REPRESENTATIVE].

Based on this information, create a complete performance improvement plan document with the following sections.

PIP Header including employee name, job title, department, manager name, HR representative, PIP start date, PIP end date calculated from the duration, and a reference number in the format PIP-YYYY-NNN.

Purpose Statement of two to three sentences framing this plan as a development opportunity that communicates expectations, provides support, and establishes a timeline for measurable improvement.

Current Performance Assessment presented as a table with columns for Area, Expected Standard, Current Performance, and Gap. For each deficiency, document the expected standard for the role and the current level with concrete examples including dates and data points.

Improvement Goals section with numbered SMART goals tied to each deficiency. Each goal must include a clear objective, measurable targets, the method of measurement, and a target date within the PIP period.

Support and Resources section listing each form of support the company will provide, including what it is, how the employee accesses it, when it is available, and who arranges it.

Review and Check-In Schedule based on the checkpoint frequency. For each check-in, include the date, agenda items, what the employee should prepare, and how progress will be documented. Specify that written summaries will be shared with the employee and HR within two business days of each meeting.

Expectations and Consequences section stating what successful completion looks like and what happens if goals are fully met, partially met, or not met. Possible outcomes should include return to regular performance management, PIP extension, reassignment, demotion, or termination. Frame outcomes objectively without predetermining termination as the expected result. The PIP must reflect a genuine opportunity for improvement, not a predetermined path to a specific outcome, as PIPs perceived as pretextual can be challenged in wrongful termination or discrimination claims.

Employee Acknowledgment section with signature lines for the employee, manager, and HR representative. Note that signing acknowledges receipt and does not indicate agreement with the assessment.

Appendix listing all supporting documentation referenced in the PIP including prior reviews, written warnings, and relevant correspondence.

Format using Markdown with clear headings, the assessment in a proper table, numbered lists for goals and review dates, and bold text for deadlines and key outcomes. Write in a professional, direct tone that is firm but respectful.