Free HR template
Performance Improvement Plan Template
A performance improvement plan (PIP) is a written plan that names an employee’s performance gaps, the results expected, the actions required, and the deadline to improve. Catapult’s free PIP template (Word) covers up to three issues, with check-in dates, employee initials, signatures, and space for employee comments.
- Word (.docx)
- Performance
- Up to 3 issues
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What’s included
What’s in the Performance Improvement Plan template
The PIP fits on a short form so it is easy to review in a meeting and initial at each check-in.
Header
Employee name, manager, today’s date, and check-in dates.
Performance issues 1 to 3
For each issue: expected outcomes, action required, deadline, check-in date and notes, and employee initials and date.
Consequences statement
Explains what happens if expectations are not met, and that the improved level must continue after the plan.
Signatures
Employee and manager signature lines with a date.
Employee comments
Space for the employee’s own response.
Checklist
What to include in a performance improvement plan
- Employee, manager, and plan date
- Each performance issue in specific, observable terms
- The expected outcome for each issue
- Actions the employee must take
- A deadline for each issue
- Scheduled check-in dates with notes
- Employee initials at each check-in
- The consequence if expectations are not met
- Signatures and space for employee comments
When to use it
What the Performance Improvement Plan template helps with
Use it when a specific, documented performance gap has not improved with coaching and you want to give the employee a clear, time-bound chance to fix it.
It helps you
- Turn general concerns into specific, measurable outcomes and deadlines.
- Schedule and record check-ins so progress is tracked, not assumed.
- Create a consistent record if the outcome is later questioned.
- Give the employee a documented chance to respond.
Who should use it
Managers addressing a performance problem and HR partners who review discipline before it happens.
How to use it
How to use the Performance Improvement Plan template
- Describe each performance issue in specific, observable terms.
- For each issue, write the expected outcome, the action required, and a deadline.
- Set check-in dates and meet with the employee to review the plan.
- Sign the plan with the employee and invite written comments.
- At each check-in, record notes and have the employee initial and date the row.
Common mistakes
Mistakes to avoid
Vague goals
“Improve attitude” cannot be measured. Name the behavior or result you need to see.
Unrealistic deadlines
The employee needs a fair chance to show improvement.
Skipping check-ins
A plan with no documented check-ins is weak evidence of support.
Using a PIP as a formality
If the decision is already made, a PIP will not read as genuine.
Treating similar cases differently
Inconsistent use of PIPs can look like unfair treatment.
Compliance notes
What to check before you use it
Employment laws vary by state and change over time. These notes are general and point to the official sources.
Apply it consistently
Use PIPs the same way for employees with similar performance issues. Federal law prohibits discrimination in discipline, firing, and every other term or condition of employment, and prohibits retaliation against employees who complain about discrimination.
Source: U.S. EEOC, Prohibited employment policies and practices
Check your own policy
If your handbook describes a discipline process, follow the steps it promises before you rely on a PIP.
Not legal advice. This page and the template are general information, not legal advice. For your situation, talk to an employment attorney or HR advisor. Catapult members can bring employment law questions to our advisors as part of their membership.
FAQ
Performance Improvement Plan template questions
What is a performance improvement plan?
A performance improvement plan, or PIP, is a written plan that lists an employee’s performance issues, the results expected, the actions required, and the deadlines for improvement, with scheduled check-ins to review progress.
How do you put an employee on a performance improvement plan?
Meet privately, explain the specific gaps and why they matter, walk through the expected outcomes, actions, and deadlines, agree on check-in dates, and ask the employee to sign and add comments. Then hold every check-in on schedule.
When should you use a performance improvement plan?
Use one when an employee has a specific, documented performance gap that coaching has not fixed and you want to give a fair, time-bound chance to improve. Serious misconduct usually goes through your discipline policy instead.
How long should a PIP last?
There is no single required length. Set a period long enough for the employee to show the expected results, and put the check-in dates on the plan so both sides know when progress will be reviewed.
How do you write a performance improvement plan?
Name each issue in specific terms, state the expected outcome, list the actions required, set a deadline, and schedule check-ins. Review it with the employee, get signatures, and record notes and initials at every check-in.
What happens if an employee does not meet the PIP?
The template makes clear that falling short of the plan can lead to further discipline, including termination. Whatever you decide, apply the same standard you have used in similar cases.
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