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Employee Improvement Plan

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EMPLOYEE IMPROVEMENT PLAN

Date of Plan:

Personal Information

Position Information

Start Date:

Current Salary or Rate:

Full-time    Part-time    Exempt    Non-exempt

Employment History (Most Recent)

Title:

From:

To:

Title:

From:

To:

Education

References (Professional)

Performance Concerns — Description of Issues

Provide a clear, factual description of the performance deficiencies, incidents, or expectations not met. Include dates and objective evidence where applicable.

Performance Expectations and Goals (SMART)

Set measurable objectives, expected behaviors, and specific performance standards required for successful completion of this plan.

Measure of Success:

Target Completion Date:

Measure of Success:

Target Completion Date:

Measure of Success:

Target Completion Date:

Action Plan and Employer Support

Identify training, resources, or temporary adjustments the employer will provide to support successful completion of this plan.

Available support (check all that apply):
Training or coaching    Adjusted duties or schedule    Mentoring/supervised follow-up    Additional equipment or tools

Timeline, Monitoring, and Review Schedule

Specify review intervals, dates for progress reviews, and responsible parties for monitoring progress.

Checkpoint 1 Date:

Checkpoint 2 Date:

Final Review Date:

Measures of Success and Evaluation

Define objective metrics and acceptable thresholds that will constitute successful completion of the plan.

Consequences for Failure to Improve

Failure to meet the objectives and standards set forth in this plan may result in further corrective action up to and including termination of employment. Any disciplinary action will be documented and communicated in writing.

Legal Disclosures and Employee Acknowledgments

At-Will Employment: This plan does not alter the at-will employment relationship unless provided otherwise in a separate written agreement signed by an authorized representative of the employer. Either the employee or the employer may terminate employment at any time, with or without cause or advance notice, subject to applicable law.

Equal Employment Opportunity: Employer adheres to a policy of equal employment opportunity and will not discriminate or retaliate against the employee for asserting rights protected by law or participating in protected activities.

Authorization to Contact and Background Checks

By signing below, the employee authorizes the employer to contact prior employers and references, and to initiate background, educational, or other verifications as permitted by law for purposes directly related to employment and evaluation under this plan.

Consent:    I consent to allow the employer to contact prior employers and references.    I consent to background or credential checks as permitted by law.

Employee Certification

I certify that the information provided in this plan is accurate to the best of my knowledge. I understand the expectations, supports to be provided, the review schedule, and the possible consequences of failing to meet the plan requirements. My signature below acknowledges receipt of this plan and my responsibility to make a good faith effort to meet its terms.

Employee response or comments (optional):

Employee Name:

Employee Signature:

Date:

Manager Name:

Manager Signature:

Date:

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What an Employee Improvement Plan Is and When It’s Used

An Employee Improvement Plan (EIP) is a formal, written document employers use to address performance or conduct concerns and to set measurable expectations for improvement. It typically outlines the performance issues, specific objectives, required actions, support resources, monitoring methods, and a clear timeline for review. An EIP is intended to document communications, give the employee a structured opportunity to correct deficiencies, and create an objective record for HR decisions. While not a termination notice, it is often a step in progressive discipline and may be relied on in later employment actions.

Why Use an Employee Improvement Plan

An Employee Improvement Plan clarifies expectations, reduces ambiguity, and creates a documented process for remediation. It supports consistent decision-making, protects the employer by documenting efforts to assist an employee, and helps the employee understand actionable steps to remain in good standing.

Why Use an Employee Improvement Plan

Who Prepares and Receives an Employee Improvement Plan

Employers and HR teams prepare EIPs; the document is issued to the employee and retained in personnel records.

  • Direct supervisors: Draft specifics about daily responsibilities, examples of performance gaps, and immediate coaching steps.
  • Human resources: Review for legal compliance, consistency with policy, and recordkeeping standards.
  • Employees: Receive the plan, acknowledge understanding, and participate in follow-up and improvement activities.

Keep a signed copy in the employee file, and share updates with HR and the manager after each review milestone.

Typical Signatories and Their Roles

HR Manager

The HR Manager reviews draft language for fairness and compliance, ensures consistent application across similar cases, and maintains the official record. They advise on accommodations and coordinate any required legal review.

Direct Supervisor

The supervisor documents the specific performance issues, sets measurable goals and timelines, meets with the employee to explain expectations, and records follow-up results to demonstrate whether improvement occurred.

Core Components Every Professional Employee Improvement Plan Should Include

A clear structure makes an EIP actionable and defensible. Include measurable goals, resources, and a review mechanism so progress can be evaluated objectively.

Performance Issue

Concise description of the specific behaviors or results that fall short of expectations with dated examples where possible to avoid ambiguity and defensible recordkeeping.

Improvement Goals

Specific, measurable, achievable, relevant, and time-bound objectives (SMART) that define what constitutes acceptable performance and the metrics used to measure it.

Action Steps

Concrete activities the employee will undertake and any employer-provided support such as training, mentoring, or schedule adjustments.

Timeline and Checkpoints

Start and end dates, plus interim review dates and outcomes that indicate satisfactory progress or escalation.

Consequences

Clear explanation of potential outcomes if improvement is not achieved, such as reassignment, demotion, or termination, applied consistently with policy and law.

Acknowledgment

Signature lines and dates for the employee, supervisor, and HR representative to confirm receipt, discussion, and understanding of the plan.

Step-by-Step: Issuing and Tracking an Employee Improvement Plan

Follow a consistent sequence to prepare, deliver, and monitor an EIP to maintain fairness and a clear record of each action taken.

  • 01
    Document the Issue: Gather dated examples and objective metrics before drafting the plan.
  • 02
    Draft the Plan: Write clear goals, timelines, and supports aligned with company policy.
  • 03
    Meet with Employee: Discuss the plan in person or via secure remote meeting; allow employee response.
  • 04
    Monitor and Review: Conduct interim reviews and document outcomes at each checkpoint.

Configuring an Online EIP Workflow

Use eForms and routing to standardize EIP creation, approvals, and secure storage in personnel records.

Field Configuration
Manager Drafts Plan Template-based form with required fields and attachments
HR Review Conditional approval node before delivery to employee
Employee Acknowledgment E-signature field and optional comment box
Record Retention Automatic save to personnel folder with audit trail

Platform and Integration Considerations for eSubmission

Choose a platform that supports secure templates, audit trails, and personnel-system integrations to keep EIPs consistent and retrievable.

  • File Formats: PDF and DOCX support ensures compatibility with HR systems.
  • Integrations: Connectors for HRIS and document storage (e.g., HRIS, Google Workspace).
  • Authentication: Multi-factor or SSO protects signer identity where required.

Ensure the chosen setup enforces required fields, captures signatures with timestamps, and stores an immutable audit trail for legal defensibility.

Typical Digital EIP Routing Process

A standard electronic workflow reduces delays and centralizes records while preserving evidence of delivery and acknowledgment.

  • Create Template: HR or manager selects a standardized EIP template.
  • Populate Fields: Manager fills performance details and objectives.
  • HR Approves: HR reviews and signs to confirm compliance.
  • Employee Signs: Employee acknowledges receipt and understanding electronically.

Key Timing Considerations for Employee Improvement Plans

Establish dates clearly. Timelines affect review cadence, legal defenses, and record retention; note statutory retention requirements where applicable.

Effective Date:

Set the plan start date in MM/DD/YYYY format; this begins the review clock.

Interim Reviews:

Schedule one or more checkpoints (for example, 30 and 60 days) to evaluate progress.

Final Review:

Specify when the plan concludes and the criteria used to determine success.

Notice Periods:

If consequences include termination, respect any contractual notice or union procedures.

Record Retention Trigger:

Retention obligations begin at plan creation or employee separation, whichever is later.

Milestones and Decision Points During an Improvement Plan

Sequence milestone events so each review produces a documented outcome to support objective decision-making.

01

Plan Issuance

Manager delivers and documents the initial meeting and provides the written plan.

02

First Checkpoint

Assess early indicators of progress and record coaching or remedial steps.

03

Midpoint Evaluation

Adjust supports or goals if reasonable progress is present; document changes.

04

Final Decision

Determine successful completion, extension, or escalation to disciplinary action with records.

Common Mistakes to Avoid When Preparing an EIP

  • Vague expectations: Failing to use measurable targets or examples makes it hard to assess improvement and weakens documentation.
  • Oral-only warnings: Relying on informal conversations without a written record undermines consistent HR action and defensibility.
  • Overlong timelines: Allowing indefinite or excessively long timelines delays resolution and reduces urgency for meaningful change.
  • Inconsistent treatment: Applying different standards among similarly situated employees increases legal risk for discrimination claims.

Legal and Operational Risks of a Poorly Documented EIP

Discrimination Claims: Inadequate documentation can support a wrongful termination or discrimination claim.
Union Grievances: Noncompliance with collective bargaining procedures can trigger grievances or arbitration.
I-9 Risk: Failure to maintain proper I-9 records may trigger DHS penalties (8 CFR §274a.2).
Wage/Hour Exposure: Misclassifying or improperly tracking hours during remediation may implicate FLSA recordkeeping rules.
Privacy Violations: Poor handling of sensitive records can implicate HIPAA or state privacy rules when medical info is included.
Managerial Bias: Unclear standards increase the risk that bias affects decisions and exposes the employer to liability.

Comparing eSignature Options for Completing and Retaining EIPs

E-signature platforms vary by price, bulk-send capability, audit trail detail, HIPAA support, and envelope limits. signNow is listed first for comparison.

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, no credit card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-World Examples of EIPs in Practice

These short cases illustrate how organizations structure EIPs to support employees and document outcomes.

Optica Ventures

A small property management firm standardized EIPs for leasing staff to address tardiness and documentation errors.

  • manager used a 60-day plan with two check-ins.
  • The standardized template reduced subjective variation and improved documentation consistency across hires while preserving a clear record for HR.

Tech Data

A large distributor integrated EIPs into its HRIS to monitor sales performance and coaching.

  • HR automated reminders and stores signed plans.
  • Automation ensured timely follow-ups, centralized records, and consistent treatment across regions without changing manager responsibilities.

Practical Tips to Make an Employee Improvement Plan Effective

Follow these practices to keep plans clear, fair, and legally defensible while maximizing the chance of successful employee improvement.

Be Specific and Measurable
Describe behaviors or outputs with objective metrics and examples. Vague language reduces clarity and weakens the ability to determine whether goals were met.
Document All Interactions
Keep dated notes of meetings, coaching, and interim results. Documentation supports consistent decision-making and is essential if disputes arise.
Provide Support Resources
Offer training, mentoring, or schedule flexibility where appropriate. Demonstrating support can reduce legal exposure and improve the likelihood of success.
Apply Policies Consistently
Use the same plan structure and standards for employees in similar roles to avoid perceptions of unequal treatment or bias.

Frequently Asked Questions About Employee Improvement Plans

Answers to common practical and legal questions about drafting, delivering, and retaining EIPs in U.S. workplaces.


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