Can a PIP be signed electronically?

Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable retention are demonstrable; consumer-facing disclosures may be required in some contexts.

What if an employee refuses to sign?

Document the meeting and the employee's refusal in writing, have a witness sign, and retain the unsigned copy. A refusal does not automatically invalidate the PIP if process and notice requirements were followed.

Who must approve a PIP before delivery?

Employer policy typically requires manager drafting and HR review; legal or labor relations counsel should review where union rules, accommodations, or regulatory issues are present.

How should supporting evidence be attached?

Attach objective documents—performance metrics, dated emails, or incident logs—and reference them by filename or exhibit label in the PIP to ensure clarity during reviews.

How long must PIPs be retained?

Retain PIPs at least three years post-termination for typical HR records; extend retention for tax or HIPAA considerations per IRC §6501(a) and 45 CFR §164.530(j) as applicable.

Can a PIP be used in later legal proceedings?

Yes. Well-documented PIPs are often central in employment disputes; they demonstrate notice, attempted remediation, and consistency—factors that can support or oppose claims depending on the record.

Electronic Signature
Templates
Miscellaneous
Business PIPS Template

Business PIPS Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Business PIPS Template

Client Name: Provider Name: Effective Date:

RECITALS

WHEREAS, Client operates a business engaged in activities identified as , and seeks targeted performance improvement plans and related advisory services to improve operational metrics and financial performance; and

WHEREAS, Provider represents that it has the experience, personnel, and methodology to develop, implement, and monitor Performance Improvement Plans ("PIPs") specific to Client's needs and will perform such services in accordance with the terms of this Agreement; and

WHEREAS, the parties desire to set forth herein the scope, deliverables, compensation, term, confidentiality obligations and other terms governing Provider's engagement.

SCOPE OF WORK

Primary Scope Deliverables Acceptance Criteria

PAYMENT TERMS

Client shall pay Provider the fees set forth below in consideration for the services and deliverables described above. All fees are exclusive of applicable taxes unless otherwise stated.

Total Fee Payment Schedule Late Fee (percent per month) Invoicing Address / Billing Instructions

TERM AND TERMINATION

This Agreement commences on the Effective Date and continues until the End Date unless earlier terminated in accordance with this Section.

Start Date End Date Notice Period for Termination (days)

Termination for Cause: Either party may terminate this Agreement for material breach by the other party if the breach is not cured within the notice period specified above. Upon termination, Provider shall deliver all completed deliverables and invoice for services performed through the effective date of termination. Client shall pay undisputed amounts within the payment terms.

Post-Termination Obligations

CONFIDENTIALITY

Definition: "Confidential Information" means non-public information disclosed by one party to the other, whether oral, written or electronic, including business plans, processes, financial information, PIPs, and client data. Confidential Information does not include information that is or becomes publicly available through no wrongful act of the recipient, was known to recipient prior to disclosure, or is independently developed.

Obligations: The recipient shall (i) use Confidential Information solely to perform under this Agreement, (ii) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, and (iii) not disclose Confidential Information except to employees, contractors or advisors who have a need to know and are bound by confidentiality obligations no less restrictive than those herein.

Return or Destruction: Upon termination or written request, the recipient shall return or destroy Confidential Information and certify such return or destruction in writing to the discloser within the period set forth below.

Confidentiality Duration (years)

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of , without regard to conflict of laws principles. The parties consent to exclusive jurisdiction and venue in the state and federal courts located in such jurisdiction for disputes arising under this Agreement.

REPRESENTATIONS, INDEMNIFICATION & LIMITATION OF LIABILITY

Each party represents that it has the full right, power and authority to enter into this Agreement. Provider represents that services will be performed in a professional and workmanlike manner consistent with industry standards.

Indemnification: Each party shall indemnify and hold harmless the other party from and against third-party claims arising out of the indemnifying party's gross negligence, willful misconduct or material breach of this Agreement, subject to the indemnified party's obligation to mitigate damages and provide prompt notice of claims.

Liability Cap (aggregate)

Except for liability arising from willful misconduct, gross negligence, or a party's breach of confidentiality or indemnification obligations, neither party shall be liable for consequential, incidental, special or punitive damages.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or statements of work expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions will remain in full force and effect and the parties shall negotiate in good faith a substitute valid provision that reasonably approximates the intent of the invalid provision.

Client:

By:

Date:

Provider:

By:

Date:

What the Business PIPS Template Is and When It’s Used

The Business PIPS Template is a standardized Performance Improvement Plan (PIP) form for documenting employee performance concerns, setting measurable goals, and recording agreed corrective actions and support. It provides a clear timeline, success criteria, and responsibilities for the employee and manager, and serves as an audit-ready record for HR, compliance, and potential disciplinary steps.

Why a Structured PIP Matters for Consistency and Compliance

A consistent PIP template reduces ambiguity, creates defensible documentation, and helps managers track progress against measurable objectives. Properly completed templates lower organizational risk and support fair, repeatable decision-making across performance and disciplinary workflows.

Who Completes and Reviews the Business PIPS Template

The template is primarily used by HR professionals and direct supervisors to document performance gaps, set remediation steps, and coordinate follow-up reviews.

HR managers and specialists responsible for policy, recordkeeping, and legal compliance when discipline may follow
Direct supervisors who observe performance issues and set day-to-day objectives and coaching plans
Employees subject to the plan who acknowledge goals, receive support, and provide progress updates

Core Sections Every Business PIPS Template Should Include

A professional PIP balances specificity and fairness: describe the issue, define measurable goals, specify employer support, set interim checkpoints, and outline outcomes if objectives are unmet.

Employee Details

Full legal name, job title, department, manager name, employee ID, and hire date to ensure unambiguous identification and personnel file linkage.

Documented Issues

Concise, factual examples of performance or behavior concerns with dates and evidence to avoid vague or subjective language that can undermine enforceability.

Measurable Objectives

Specific, time-bound targets and metrics (sales numbers, error rates, attendance thresholds) that define success in objective terms for each deficiency.

Support and Resources

Training, coaching, workspace adjustments, or workload changes the employer will provide, plus a schedule for support activities and responsible parties.

Timeline and Checkpoints

Length of the PIP, interim review dates, and documentation expectations at each checkpoint so progress can be measured objectively.

Outcomes and Consequences

Clear statement of potential outcomes—including continued employment, additional action, or termination—if objectives are or are not met by the deadline.

Step-by-Step: Using the Business PIPS Template

Follow these sequential steps to complete, deliver, and record a PIP while preserving clarity and auditability.

01

Prepare Evidence: Collect objective records and examples supporting the performance concern.
02

Draft the PIP: Populate template sections with facts, measurable objectives, and support plans.
03

Review with HR: Have HR review for policy alignment and legal risk before meeting the employee.
04

Meet and Sign: Discuss the plan with the employee, obtain signatures, and provide a signed copy.

Typical Digital Workflow Settings for PIP Distribution and Tracking

Configure your digital workflow to ensure secure routing, reminders, and auditable records for each PIP instance.

Field	Configuration
Authentication	Email link with optional SMS code or SSO for stronger identity verification
Template Use	Enable reusable template with conditional fields for role-specific sections
Notifications	Automated reminders for interim reviews and final deadlines
Storage	Save signed copies to secure HR repository with restricted access

Digital Signing and Delivery: Platform Considerations

Choose a platform that supports audit trails, secure storage, and the authentication level your organization requires.

File Formats: PDF, DOCX accepted
Integrations: Salesforce, Microsoft 365, NetSuite integration
Security Features: AES-256 at rest, TLS 1.2/1.3

eSignature Pricing and Feature Snapshot for PIP Workflows

Basic pricing and feature availability influence platform selection for high-volume HR workflows. The table below summarizes starting prices and common capabilities across suppliers.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Depends on plan	Depends on plan	Depends on plan

Security and Compliance Flags for PIP Records

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3

Audit Trail: Comprehensive sign, view, and action logs

HIPAA Support: BAA available where PHI is present

Access Controls: Role-based permissions and SSO

Regulatory Standards: ESIGN and UETA compliance

Key Risks If a PIP Is Incomplete or Poorly Documented

Termination Challenge: Insufficient documentation can expose the employer to wrongful termination claims

Unemployment Exposure: Poor records may increase the likelihood of adverse unemployment benefit rulings

Discrimination Risk: Inconsistent application raises risk of disparate treatment allegations

Union Grievance: Noncompliance with collective bargaining terms can lead to grievances

Data Privacy: Improper handling of health information may trigger HIPAA concerns

Regulatory Scrutiny: Industry-regulated workplaces may face additional recordkeeping audits

Common Mistakes When Preparing a PIP

Using vague or subjective language without measurable benchmarks makes progress impossible to evaluate objectively and weakens the record.
Failing to attach supporting evidence or metrics reduces credibility and invites disputes in subsequent proceedings.
Skipping interim check-ins or failing to document coaching activities undermines claims that the employer provided meaningful support.
Not securing timely signatures or distributing the signed copy can create disagreements about whether the employee received proper notice.

Typical Timelines and Checkpoints for a PIP

Establish clear dates for each stage of the PIP so responsibilities and review windows are unambiguous.

Initial Meeting Date:

Meeting when the PIP is presented; document attendance and provide signed copy

PIP Duration:

Commonly 30–90 days depending on role and issue severity

Interim Reviews:

Weekly or biweekly checkpoints to document progress and adjust support

Final Review:

End-of-PIP evaluation determining outcomes and next steps

Record Filing:

Store signed PIP in personnel file immediately after finalization

Frequently Asked Questions About Using the Business PIPS Template

Practical answers to common questions about e-signing, refusal to sign, required approvals, and retention for PIPs.

Need help? Contact support

Can a PIP be signed electronically?
Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable retention are demonstrable; consumer-facing disclosures may be required in some contexts.
What if an employee refuses to sign?
Document the meeting and the employee's refusal in writing, have a witness sign, and retain the unsigned copy. A refusal does not automatically invalidate the PIP if process and notice requirements were followed.
Who must approve a PIP before delivery?
Employer policy typically requires manager drafting and HR review; legal or labor relations counsel should review where union rules, accommodations, or regulatory issues are present.
How should supporting evidence be attached?
Attach objective documents—performance metrics, dated emails, or incident logs—and reference them by filename or exhibit label in the PIP to ensure clarity during reviews.
How long must PIPs be retained?
Retain PIPs at least three years post-termination for typical HR records; extend retention for tax or HIPAA considerations per IRC §6501(a) and 45 CFR §164.530(j) as applicable.
Can a PIP be used in later legal proceedings?
Yes. Well-documented PIPs are often central in employment disputes; they demonstrate notice, attempted remediation, and consistency—factors that can support or oppose claims depending on the record.

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