Performance Improvement Plan (PIP) Template

Performance Improvement Plan (PIP) Template

When an employee is struggling to meet expectations, a structured performance improvement plan template gives you a clear way to document concerns, set measurable goals, and provide a path forward. For small businesses without a dedicated HR department, having a consistent process makes difficult conversations easier and keeps everything fair and documented.

This template walks you through every section of a standard PIP so you can fill it in and hand it to your employee with confidence.

When to Use This Template

• An employee is consistently missing deadlines or quality standards
• Verbal coaching and informal feedback have not led to improvement
• You need to document performance concerns before making further decisions
• An employee's behavior or work output has changed significantly

Performance Improvement Plan

Section 1: Employee and Manager Information

Section 2: Purpose of This Plan

This Performance Improvement Plan is being issued to address the following areas where your performance does not currently meet the expectations of your role. The purpose of this plan is to provide you with clear goals, resources, and a timeline to bring your performance to an acceptable level.

Section 3: Performance Concerns

Describe each area of concern with specific examples, dates, and how it differs from the expected standard.

Concern 1:

Concern 2:

Concern 3 (if applicable):

Section 4: Improvement Goals

Each goal should be specific, measurable, and achievable within the review period.

Goal 1:

Goal 2:

Goal 3:

Section 5: Support and Resources

Describe what the company will provide to help the employee succeed.

Section 6: Check-In Schedule

Section 7: Consequences

If the goals outlined in this plan are not met by the end of the review period, the following actions may be taken:

• [ ] Extended performance improvement period
• [ ] Reassignment of duties
• [ ] Demotion
• [ ] Termination of employment
• [ ] Other: _______________________________________

Section 8: Prior Coaching and Documentation

List any previous conversations, warnings, or feedback related to these concerns.

Section 9: Acknowledgment and Signatures

Employee Acknowledgment:

I have received and reviewed this Performance Improvement Plan. I understand the performance concerns outlined, the goals I am expected to meet, and the timeline for improvement. My signature indicates that I have read and received this document, not necessarily that I agree with its contents.

Manager Signature:

HR / Witness (if applicable):

How to Use This Template

1. Prepare before the meeting. Fill in Sections 1 through 5 before sitting down with the employee. Be specific with examples and dates -- vague concerns make it harder for the employee to understand what needs to change.
2. Hold a private meeting. Walk the employee through the plan in a one-on-one setting. Explain each concern, the goals, and what support you will provide. Give them time to ask questions.
3. Set the check-in schedule. Agree on specific dates for weekly or biweekly check-ins. These short meetings keep the conversation going and show the employee you are invested in their success.
4. Document everything. Keep notes from each check-in meeting. Record progress, setbacks, and any adjustments you make to the plan.
5. Conduct the final review. At the end of the review period, evaluate whether the employee met the goals. Document the outcome and next steps clearly.
6. Store securely. Keep the signed PIP and all related notes in the employee's file.

Tips for Small Business Managers

• Be specific and factual. "You were late to three client meetings in January" is more useful than "You are always late."
• Keep the tone constructive. Frame the plan around what the employee can do to succeed, not just what they have done wrong.
• Follow through on check-ins. Skipping meetings signals that the plan is not important. Consistent follow-up is what makes a performance improvement plan template actually work.
• Offer real support. If you list training or mentoring as a resource, make sure it actually happens.

Tracking performance conversations and follow-up dates can get complicated, even with a small team. Boring HR's Team Tracker helps you keep employee records and important dates organized so nothing falls through the cracks.