Can the plan be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws; confirm any state exceptions that bar e-signatures for specific document types.

Is employee consent required for e-signatures?

Consent is required in consumer-facing contexts per ESIGN disclosure rules; for internal employment records, employers should document that the employee received the record and consented to electronic delivery when applicable.

Do I need a notary for an improvement plan?

Not typically. Improvement plans are internal HR records and seldom require notarization; use a notary only if state law or a particular process contractually requires it.

How long must I keep signed plans?

Retain personnel records for at least three years post-termination to satisfy FLSA recordkeeping (29 CFR §516.5); longer retention may be necessary for tax, HIPAA, or state-specific rules.

What if an employee refuses to sign?

Document the refusal in writing, have a witness sign, and keep the unsigned plan in the file. Later actions should note the refusal and steps taken to communicate expectations.

How to ensure privacy and security?

Limit access to HR personnel, use platforms with encryption at rest and in transit (AES‑256/TLS), and obtain a BAA when plans contain protected health information.

Electronic Signature
Templates
HR
Employee Improvement Policy

Employee Improvement Policy

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

EMPLOYEE IMPROVEMENT POLICY

Effective Date:

Purpose

This Employee Improvement Policy describes the process by which the organization identifies performance deficiencies, documents corrective expectations, provides support and resources, and determines outcomes when expected performance standards are not met. The policy is intended to be fair, consistent, and in compliance with applicable employment laws.

Scope

This policy applies to all regular employees, including full-time and part-time staff, unless otherwise provided by collective bargaining agreement or individual employment contract.

Definitions

"Performance Improvement Plan (PIP)" means a documented plan that identifies performance deficiencies, measurable objectives, a timeline for improvement, and necessary support. "Manager" means the employee's immediate supervisor. "HR" means Human Resources department.

Personal Information

Full Name Address Phone Email

Position Information

Job Title Department Reporting Manager Employment Start Date Current Salary (annual)

Employment History

Employer 1 — Company Name Title/Position

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name Title/Position

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Reference 1 — Name Phone Email Relationship

Reference 2 — Name Phone Email Relationship

Reference 3 — Name Phone Email Relationship

Responsibilities

Manager responsibilities include timely identification of performance issues, documenting specific examples, meeting with the employee, and creating a Performance Improvement Plan when warranted. HR responsibilities include reviewing PIP content for consistency, advising on reasonable corrective actions, and maintaining records. Employee responsibilities include participating in meetings, making a good faith effort to meet established objectives, and cooperating with offered coaching and training.

Performance Improvement Plan (PIP) Process

A PIP will include: documented performance deficiencies with dates and examples, measurable improvement objectives, a schedule for review, resources and support to be provided, and clear consequences if objectives are not met.

Reason for Initiation

PIP Initiation Date: Typical Duration:

Improvement Objectives (measurable) Support and Resources to Be Provided Monitoring and Review Schedule

Possible outcomes following the PIP:

Successful completion of PIP — employee returns to standard performance expectations

Extension of PIP — additional time and support, with specified extension period:

Termination of employment for failure to meet PIP objectives

Documentation and Confidentiality

All PIP documentation, meeting notes, and outcome records will be maintained in the employee's personnel file. Access to these records is limited to HR, the employee's management chain on a need-to-know basis, and others as required by law. Documentation is maintained in accordance with the organization's record retention policy.

Appeals and Non-Retaliation

Employees may raise concerns or appeal PIP decisions through the established grievance procedure. The organization prohibits retaliation against employees who in good faith raise concerns, participate in an investigation, or appeal a determination under this policy.

Legal Disclosures

At-Will Employment: Employment with the organization is at-will, unless a written employment agreement expressly provides otherwise. Either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

Equal Employment Opportunity: The organization is committed to providing equal employment opportunity without discrimination or harassment on the basis of legally protected characteristics. Employment decisions are made based on business needs, job requirements, and individual qualifications.

Acknowledgements, Certifications and Authorizations

I acknowledge that I have received, read, and understand the Employee Improvement Policy and have had the opportunity to ask questions.

I certify that the information I have provided in this form is true and complete to the best of my knowledge. I understand that falsification may result in disciplinary action.

I authorize the organization to contact previous employers and references and to conduct background and employment verification checks as required for employment and personnel actions.

Human Resources Contact

HR Representative HR Contact Phone/Email

Employee Printed Name:

Signature:

Date:

What an Employee Improvement Policy Is and When It Applies

An Employee Improvement Policy is a written framework employers use to document performance or conduct concerns, set measurable improvement goals, and describe the review and decision process. It typically defines roles, timelines, acceptable outcomes, and appeal or escalation steps. The policy helps ensure consistent treatment, preserves evidence of progressive discipline, and creates a clear record for HR and management decisions. While primarily an internal HR document, signed acknowledgements or agreements may be retained as employment records and may be executed electronically under U.S. e‑signature law when permitted.

Why a Clear Improvement Policy Matters for Employers and Employees

A formal Employee Improvement Policy promotes consistent expectations, documents efforts to remediate performance, reduces legal risk by showing objective process, and supports fair treatment. Clear procedures also help employees understand improvement steps and timelines, improving transparency and reducing disputes.

Who Creates and Uses This Policy

Employers of all sizes, HR professionals, and supervisors use this policy to manage performance issues consistently and document corrective efforts.

HR managers and directors responsible for policy design, implementation, and record retention across the organization.
Direct supervisors who document performance issues, set goals, and conduct periodic reviews with the employee.
Employees who receive the plan, acknowledge expectations, and participate in progress reviews and outcomes.

Core Elements to Include in a Professional Policy

A complete Employee Improvement Policy organizes information so steps, responsibilities, timelines, and outcomes are clear. Include measurable goals and a documented review schedule to support objective assessment.

Employee Details

Full employee identification, job title, department, and manager contact so the record is unambiguous and traceable across HR systems.

Performance Issues

Clear description of observed deficiencies with dates and examples to avoid vague language that undermines enforceability or review.

Improvement Goals

Specific, measurable objectives and success criteria so both parties understand required performance standards and how success will be evaluated.

Action Plan

Support measures such as training, mentoring, schedule changes, or resources provided to help the employee meet goals during the plan period.

Review Schedule

Dates for interim reviews and a final evaluation to document progress and determine next steps at each checkpoint.

Signatures

Acknowledgement lines for the employee, manager, and HR with dates to confirm receipt and acceptance of the plan.

Required Information and Key Fields at a Glance

Employee Name: Full legal name

Employee ID: Company-issued identifier

Manager: Supervisor name

Start Date: MM/DD/YYYY

Review Dates: Interim and final dates

Outcome: Sustained/Extended/Termination

Step-by-Step: Creating and Issuing an Improvement Plan

Follow a structured sequence to prepare, issue, monitor, and conclude an improvement plan while preserving documentation and signatures.

01

Prepare: Gather performance records and examples for the discussion.
02

Draft Plan: Define goals, actions, and review dates in clear language.
03

Discuss: Meet with the employee and obtain acknowledgment or signature.
04

Monitor: Conduct interim reviews and record outcomes on scheduled dates.

How to Set Up an Online Improvement Plan Workflow

Configure a digital template and routing rules to streamline issuance, signature capture, and record retention.

Template	Create reusable fields for names, dates, objectives, and signatures
Conditional Fields	Show or hide sections based on role or outcome
Authentication	Require email, SMS code, or stronger verifier for signers
Routing	Set signer order: employee → manager → HR
Audit Trail	Enable logging of timestamps, IP, and actions

Where to Send and How the Document Moves

A typical routing path ensures accountability and that signed copies reach personnel files and relevant stakeholders.

Upload Document: Add the plan template to your document library
Assign Signers: Enter employee, manager, and HR email addresses
Sign: Signers authenticate and apply electronic signatures
Store: Final PDF stored in HR records and retained per policy

Technical and Format Considerations for eSubmission

Choose a platform that supports common file formats, strong audit trails, and appropriate signer authentication.

File Formats: PDF, DOCX accepted
Authentication: Email, SMS, or stronger
Integrations: HRIS and cloud storage

Typical Timelines and Processing Expectations

Set and communicate clear timelines for each stage of the improvement process to ensure consistent monitoring and decision points.

Initial Notice Date:

Issue within days of documented incident

Improvement Period Length:

Commonly 30, 60, or 90 days

Interim Reviews:

Weekly or biweekly checkpoints as specified

Final Evaluation Date:

Date set at outset for conclusive review

Appeal Window:

Specify timeframe for employee response or appeal

Common Mistakes to Avoid

Vague goals or metrics that make objective assessment impossible and invite disputes.
Failing to document support provided, such as training or schedule adjustments, which weakens remediation claims.
Inconsistent application across employees, creating disparate-treatment exposure and potential discrimination claims.
Missing signature or acknowledgment lines, which can make it difficult to prove the employee received the plan.

Risks and Potential Consequences of Poor Documentation

Wrongful Termination: Litigation exposure

Discrimination Claims: Heightened legal risk

Regulatory Scrutiny: Agency inquiries possible

Breach of Privacy: PHI exposure risk

Union Grievance: Contractual challenge risk

Recordkeeping Penalty: Noncompliance fines

Who Typically Signs and Approves an Improvement Plan

HR Manager

HR managers typically approve the plan’s form, confirm compliance with policy and law, and sign to acknowledge receipt of the final record. They also ensure retention and confidentiality practices are followed.

Direct Supervisor

The supervisor documents the performance issues, discusses the plan with the employee, monitors progress, completes interim reviews, and signs to confirm actions taken and outcomes observed.

Practical Tips for Accurate and Efficient Completion

Adopt simple drafting practices and digital controls that reduce errors and speed completion while preserving legal defensibility.

Use clear, measurable language

Write objectives that are specific and time-bound so evaluations are objective. Avoid ambiguous phrases like 'improve attitude' without measurable indicators.

Preserve contemporaneous records

Document incidents and support measures as they occur; contemporaneous notes strengthen credibility in any later dispute.

Standardize templates

Use a single, approved template to limit inconsistent terms and speed review. Enforce required fields with the eSignature platform to avoid omissions.

Control access and retention

Restrict access to personnel files, apply consistent retention rules, and log who views or modifies records for compliance audits.

Real‑World Use Cases Illustrating the Policy

Two practical examples show how organizations apply improvement plans to different situations while maintaining documentation and timelines.

Mid-size Retail Employer

A store manager documents repeated attendance issues and issues a 60‑day plan with measurable schedule adherence goals

Manager provides coaching and 30‑day check-ins
At 60 days the employee met targets; documentation supported continued employment without escalation.

Hospital Clinical Unit

Nursing leadership records a clinical skills deficiency and provides targeted training plus supervised shifts for 90 days

Compliance training and observed competency checks are scheduled weekly
Final review shows sustained improvement and records retained per HIPAA and facility policy.

eSignature Vendor Pricing and Feature Snapshot for Plan Execution

Comparison of common vendor starting prices and core features relevant to signing and storing Employee Improvement Plans. signNow is listed first in the table per vendor ordering rules.

	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, no card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 env/user/yr	Varies	Varies	Varies

FAQs: Common Questions About Using an Employee Improvement Policy

Answers to frequently asked questions about execution, legality, and recordkeeping for Employee Improvement Plans and signed acknowledgements.

Need help? Contact support

Can the plan be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws; confirm any state exceptions that bar e-signatures for specific document types.
Is employee consent required for e-signatures?
Consent is required in consumer-facing contexts per ESIGN disclosure rules; for internal employment records, employers should document that the employee received the record and consented to electronic delivery when applicable.
Do I need a notary for an improvement plan?
Not typically. Improvement plans are internal HR records and seldom require notarization; use a notary only if state law or a particular process contractually requires it.
How long must I keep signed plans?
Retain personnel records for at least three years post-termination to satisfy FLSA recordkeeping (29 CFR §516.5); longer retention may be necessary for tax, HIPAA, or state-specific rules.
What if an employee refuses to sign?
Document the refusal in writing, have a witness sign, and keep the unsigned plan in the file. Later actions should note the refusal and steps taken to communicate expectations.
How to ensure privacy and security?
Limit access to HR personnel, use platforms with encryption at rest and in transit (AES‑256/TLS), and obtain a BAA when plans contain protected health information.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now