Is notarization required for CIP forms?

Not usually. Employee CIP forms are internal HR records and typically do not require notarization. Notarization may be necessary only if an attachment or state law requires an acknowledged document; consult counsel before adding notarization requirements.

Can the employee sign electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are present. For sensitive workflows, use stronger signer authentication and preserve the audit trail.

What happens if fields are incomplete?

Incomplete fields—missing dates, unsigned acknowledgements, or vague goals—reduce enforceability and create administrative gaps. Require mandatory fields, enable validation in the digital form, and confirm completion before filing the record in the personnel file.

Who should store the signed CIP form?

HR should retain the definitive signed copy in the central personnel file or HRIS. Avoid storage in personal email; maintain access controls and preserve the audit trail and metadata for the applicable retention period.

How to amend or update a signed CIP form?

Do not overwrite a signed record. Create a dated addendum or a new version that references the original signed form, capture signatures for the amendment, and retain both documents with version notes for transparency.

How long must the employer retain CIP forms?

Retain per company policy and applicable law. Generally keep personnel records at least three years post-termination; if forms include PHI, follow HIPAA six-year retention under 45 CFR §164.530(j). Preserve records under legal hold when litigation is reasonably anticipated.

Electronic Signature
Templates
HR
Employee CIP Form

Employee CIP Form

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

Employee CIP Form

Purpose and Scope

This Corrective/Continuous Improvement Plan (CIP) documents identified performance or conduct concerns, required remedial actions, and measurable objectives. It sets a timeline for improvement and describes monitoring and possible disciplinary consequences for failure to meet the objectives. This form is a record of discussions between the employer and employee and will be retained in the employee file.

Personal Information

Full Legal Name Home Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Employment Start Date: Current Salary/Rate: Employment Status:

Employment History

Provide at least two prior employers.

Employer 1 — Company Name

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date: Major/Field:

References (Professional)

Provide three professional references.

Reference 1 Reference 2 Reference 3

Identified Performance / Conduct Issues

Describe specific incidents, dates, and objective examples that demonstrate the performance or conduct concerns. Include referenced policies if applicable.

Performance Expectations and Measurable Goals

Define clear, objective standards the employee must meet. State the metric, required level of performance, and deadline.

Goal 1 — Objective

Measure: Target Completion Date:

Goal 2 — Objective

Measure: Target Completion Date:

Goal 3 — Objective (if applicable)

Measure: Target Completion Date:

Action Plan, Resources and Support

Specify actions the employee will take, resources the employer will provide, training, mentoring, or schedule changes intended to support improvement.

Monitoring, Review Dates, and Follow-up

Initial Review Date: Follow-up Review Date:

Consequences of Failure to Improve

Failure to achieve the standards and timelines set forth in this CIP may result in further disciplinary action up to and including termination of employment. Decisions will be made in accordance with applicable policies and law.

Employee and Manager Comments

Employee Comments Manager Comments

Legal Disclosures and Acknowledgements

At-Will Employment: The employment relationship is at-will unless a separate written agreement signed by an authorized representative states otherwise. This CIP does not constitute a contract guaranteeing continued employment.

Equal Employment Opportunity: The employer provides equal opportunity in employment and will not tolerate discrimination or harassment on prohibited bases. This CIP will be administered in accordance with applicable equal employment laws and company policy.

Acknowledgement of Receipt: I acknowledge receipt of this CIP, I have discussed its contents with my manager, and I understand the expectations, support available, and potential consequences described herein.

Employee Acknowledgement (check applicable): I have received and reviewed the CIP I understand the expectations and timeline I have asked questions and received answers

Applicant Certification / Authorization

I certify that all information provided on this form is true and complete to the best of my knowledge. I authorize my employer to contact my prior employers and references for legitimate business purposes related to my employment and to conduct background checks, where permitted by law. I understand that false statements or omissions may result in disciplinary action.

Authorization for Background Check and Reference Contact I authorize the employer to obtain employment references and background checks as necessary to evaluate my employment status and suitability for the role.

Additional Administrative Use

HR Reviewer

HR Review Date:

Employee Name:

By:

Date:

Manager Name:

By:

Date:

What the Employee CIP Form Is and When It’s Used

An Employee CIP Form (Continuous Improvement Plan) documents performance gaps, sets measurable objectives, and records agreed corrective or development actions between a manager and an employee. Employers use the form to clarify expectations, assign responsibilities, and schedule follow-ups while creating a dated, signed record that supports consistent supervision, training, and personnel decisions. Typical contents include employee identity, observed issues, SMART improvement goals, action steps, metrics, review dates, and signature blocks. Properly maintained signed forms help HR manage performance programs and provide evidence if disputes arise.

Why a Standardized CIP Form Matters

A standardized Employee CIP Form reduces ambiguity, documents agreed actions, and supports consistent decisions across teams. Using secure eSignature tools such as signNow preserves an audit trail and access controls to strengthen record integrity without changing the substantive HR policy.

Who Completes and Relies on the Employee CIP Form

HR professionals, direct managers, and employees participate in creating, signing, and storing Employee CIP Forms to ensure clarity and accountability.

HR administrators: manage templates, retention, and compliance for personnel records.
Direct managers: document incidents, set objectives, and assign action items.
Employees: acknowledge goals, confirm commitments, and request necessary resources.

Consistent use across departments supports defensible personnel processes, simplifies audits, and helps HR track outcomes and required follow-up actions.

Core Sections Every Employee CIP Form Should Include

A well‑constructed CIP form groups information to establish facts, assign responsibilities, and measure progress, supporting objective reviews and transparent decision-making.

Employee Details

Record full legal name, employee ID, job title, department, manager name, and contact details to link the form to payroll and personnel files.

Performance Issues

Describe objective observations, dates, and examples of behaviors or metrics requiring improvement; avoid subjective or ambiguous language that can be misinterpreted.

Improvement Objectives

State measurable goals using SMART criteria (specific, measurable, achievable, relevant, time‑bound) and indicate acceptance thresholds for success.

Action Plan

Assign tasks, resources, owners, and deadlines; note training, coaching, or accommodations and how support will be provided and documented.

Timeline & Metrics

Define interim checkpoints and final review dates with quantitative metrics tied to each objective to track progress objectively.

Signatures & Acknowledgment

Provide signature and date lines for employee and manager and space for HR acknowledgement; signatures evidence awareness and consent.

Stepwise Process to Complete and Record a CIP

Follow these steps to prepare, sign, and store the Employee CIP Form within your HR workflow to maintain consistency and auditability.

01

Prepare Form: Populate employee and manager fields; attach supporting documentation.
02

Set Objectives: Define SMART goals and acceptance criteria.
03

Agree Actions: Assign owners, resources, and due dates.
04

Sign & File: Collect signatures, then store in the personnel file.

Typical Electronic Workflow for an Employee CIP Form

An electronic CIP workflow moves a template through placement of fields, signer routing, authentication, and archiving with an audit trail for HR records.

Upload Document: Add template to eSignature service.
Place Fields: Insert name, date, signature, and checkbox fields.
Send to Signers: Notify manager and employee via email or signing link.
Archive Signed Copy: Store PDF with audit trail in HR system.

Recommended Digital Workflow Settings

Configure templates, roles, authentication, notifications, and retention so the CIP workflow enforces completion rules and preserves records.

Field	Configuration
Template	Pre-fill static fields and lock key clauses.
Roles & Order	Assign signer roles and routing order.
Authentication	Use email or SMS codes; require stronger auth if needed.
Notifications	Enable reminders and expiration notices.

Platform Requirements and Integrations

Use a platform that supports standard file formats, secure authentication, and integration with HR systems to automate archiving and notifications.

File Formats: PDF, DOCX, HTML, Excel supported
Integrations: Connectors: HRIS, Google Workspace, Microsoft 365
Authentication: Email, SMS, SSO available

Typical Timelines and Review Milestones

Set clear deadlines for meetings, interim reviews, and final evaluation so progress is measurable and decisions are timely.

Initial Meeting:

Document goals and start date within five business days.

First Checkpoint:

Review progress at 30 days and record outcomes.

Midpoint Review:

Conduct substantive assessment at 60 days and update plan.

Final Evaluation:

Evaluate results at 90 days; close or extend plan.

Record Retention:

Retain signed form per company policy and legal requirements.

Key Process Milestones for an Employee CIP

Key milestones in the CIP lifecycle define responsibilities, review windows, and the decision point for closure or escalation.

01

Form Issued

Manager issues form and schedules initial meeting.

02

30-Day Review

Document progress and make necessary adjustments.

03

60-Day Review

Assess measurable change against objectives.

04

90-Day Determination

Close plan, extend, or take next steps.

Common Preparation and Execution Pitfalls

Using vague, non-measurable goals undermines the plan and makes objective evaluation difficult, increasing legal exposure and inconsistency.
Failing to obtain dated signatures from both employee and manager creates evidentiary gaps that weaken the record.
Storing signed forms in personal email or unstructured folders causes access, retrieval, and compliance problems.
Not tracking follow-up actions or missed deadlines prevents meaningful progress and can escalate employee relations issues.

Risks and Consequences of Poorly Documented CIP Processes

Employment Claims: Document used as evidence

Discrimination Risk: Inconsistent records increase exposure

Unenforceable Actions: Ambiguous goals reduce enforceability

Regulatory Review: Records may be requested

Privacy Exposure: Contains personal data; protect accordingly

Retention Failure: Missing records complicate audits

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP address, and action history

Certifications: SOC 2 Type II and ISO 27001

ESIGN/UETA: Meets federal and state e-signature laws

HIPAA: BAA available for PHI workflows

Access Controls: Role-based permissions and SSO

Practical Examples from Organizations Using eSignature for HR Forms

Customers report easier document handling and reliable recordkeeping after moving HR forms and acknowledgements to electronic workflows.

Optica Ventures — Brian Fitzgibbons

Optica Ventures adopted an eSignature workflow for routine agreements and personnel forms to simplify handling and reduce turnaround.

The interface is simple and easy-to-use for our team.
They found reduced signer confusion and faster approvals, helping teams adhere to standard procedures without extensive training.

Martin Properties — Tim Martin

Martin Properties moved closing and onboarding documents online to eliminate in-person bottlenecks and paper delays for staff and tenants.

I can process and execute all of these documents online.
The change reduced physical storage needs and delivered verifiable audit trails for signed documents, improving HR record consistency.

Comparison: Starting Price and Core Capabilities Across eSignature Vendors

Compare verified starting prices and key capability notes. signNow is listed first per standard comparison format and its entry-level pricing is shown below.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
HIPAA Compliant	Yes (BAA available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Employee CIP Form

Answers to common questions about completion, signatures, amendments, and storage to reduce errors and ensure compliance.

Need help? Contact support

Is notarization required for CIP forms?
Not usually. Employee CIP forms are internal HR records and typically do not require notarization. Notarization may be necessary only if an attachment or state law requires an acknowledged document; consult counsel before adding notarization requirements.
Can the employee sign electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are present. For sensitive workflows, use stronger signer authentication and preserve the audit trail.
What happens if fields are incomplete?
Incomplete fields—missing dates, unsigned acknowledgements, or vague goals—reduce enforceability and create administrative gaps. Require mandatory fields, enable validation in the digital form, and confirm completion before filing the record in the personnel file.
Who should store the signed CIP form?
HR should retain the definitive signed copy in the central personnel file or HRIS. Avoid storage in personal email; maintain access controls and preserve the audit trail and metadata for the applicable retention period.
How to amend or update a signed CIP form?
Do not overwrite a signed record. Create a dated addendum or a new version that references the original signed form, capture signatures for the amendment, and retain both documents with version notes for transparency.
How long must the employer retain CIP forms?
Retain per company policy and applicable law. Generally keep personnel records at least three years post-termination; if forms include PHI, follow HIPAA six-year retention under 45 CFR §164.530(j). Preserve records under legal hold when litigation is reasonably anticipated.

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