When should a PIP be used?

Use a PIP when documented performance issues persist after informal coaching and when clear, measurable expectations can be set. It should not replace interactive disability accommodation processes.

Is an employee signature required?

Signature is recommended to acknowledge receipt and understanding. Lack of signature does not always invalidate the PIP but may affect notice defenses in disputes.

Can a PIP be executed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are met.

Do PIPs need to be notarized?

Notarization is generally not required for PIPs. Some states or specific policies may request notarization for acknowledgments, but it is uncommon.

How long should I keep PIPs?

Retain for at least 3 years after termination; healthcare-related records should follow HIPAA retention of 6 years (45 CFR §164.530(j)).

What if the employee disputes the PIP?

Document all coaching and evaluations, provide opportunity for the employee to respond in writing, and follow internal grievance or appeal procedures to create a defensible record.

Electronic Signature
Templates
HR
Employee Performance Improvement Document

Employee Performance Improvement Document

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

EMPLOYEE PERFORMANCE IMPROVEMENT DOCUMENT

Personal Information

Full Legal Name Home Address Phone Email

Position Information

Job Title Department Reporting Manager

Date of Hire: Current Salary: $

Document Details

Date of Issue: PIP Duration (days):

Purpose: The purpose of this Performance Improvement Document is to notify the employee of specific performance deficiencies, to set forth measurable objectives and timelines for remediation, to describe the support to be provided, and to state the consequences of failing to achieve the required improvement within the prescribed timeframe.

Performance Concerns (Detailed)

List specific performance deficiencies, factual incidents, dates and how the current performance deviates from the required standard. Be explicit and factual.

Deficiency 1 — Description and Examples Deficiency 2 — Description and Examples Deficiency 3 — Description and Examples (if applicable)

Performance Objectives and Success Criteria

For each objective below, provide measurable success criteria and a target completion date. Success will be evaluated against the stated criteria.

Objective 1

Measurable Criteria: Target Date:

Objective 2

Measurable Criteria: Target Date:

Action Plan and Support

Describe specific actions the employer will take to assist the employee in meeting objectives, including training, coaching, schedule adjustments, tools, or resource allocation.

Planned Support and Resources

Training / Workshop One-on-one coaching Schedule adjustment Other (specify below)

If Other, specify

Review Schedule and Monitoring

Scheduled check-ins and formal reviews to monitor progress. Manager will document outcomes of each review session.

First Check-in Date Second Check-in Date Final Review Date Notes from Monitoring

Consequences and File Placement

The employee is expected to meet the objectives and timelines set forth in this document. Failure to demonstrate sustained improvement, to meet the measurable criteria, or to otherwise comply with this plan may result in disciplinary action up to and including termination of employment. A copy of this document will be placed in the employee's personnel file. Manager and HR will determine next steps consistent with company policy and applicable law.

Employee Acknowledgment and Certifications

I certify that I have received a copy of this Performance Improvement Document, that its contents were explained to me, and that I understand the performance expectations, the measurable criteria, and the potential consequences for failure to improve. I understand that completion of requirements herein does not constitute a guarantee of continued employment beyond the terms described herein.

I authorize the company to contact previous employers or references as necessary to verify information relevant to my employment and this performance review. I acknowledge that the company may conduct such verifications and background checks as permitted by law.

I acknowledge receipt of this document and understand its contents.

Employment History

Provide most recent prior employers as requested below.

Employer 1 — Company Name Title / Position

Dates Employed:

Responsibilities Reason for Leaving Employer 2 — Company Name Title / Position

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Provide three professional references who can speak to your performance and qualifications.

Reference 1 — Name Phone Email Relationship Reference 2 — Name Phone Email Relationship Reference 3 — Name Phone Email Relationship

Legal Disclosures

At-Will Employment: Nothing in this document alters the at-will employment relationship between the employee and the company, except where a separate written agreement signed by an authorized representative of the company expressly provides otherwise. Either the employee or the company may terminate employment at any time, with or without cause or notice, subject to applicable law.

Equal Employment Opportunity: The company is an equal opportunity employer and does not discriminate against employees or applicants on the basis of protected characteristics as defined by applicable law. All actions described in this document will be applied consistent with applicable nondiscrimination laws and company policy.

Employee Certification

I certify that all information provided in this document and accompanying attachments is true and complete to the best of my knowledge. I understand that knowingly providing false information may result in disciplinary action, up to and including termination. I further acknowledge that I have had the opportunity to discuss the content of this Performance Improvement Document with my manager and/or a human resources representative.

Employee:

By:

Date:

Manager:

By:

Date:

What the Employee Performance Improvement Document Is

An Employee Performance Improvement Document (PIP) is a formal, written plan used by employers to address documented performance or conduct issues, outline expectations, and create measurable steps for improvement. A PIP typically summarizes the performance gap, sets specific goals, assigns resources or training, establishes a timeline for progress, and explains consequences if improvement is not achieved. The document serves both as a coaching tool and a record for HR, and it is often retained in the employee file for legal and compliance purposes.

Why a Structured PIP Matters for Employers and Employees

A clear PIP creates shared expectations, documents reasonable accommodations or supports, and reduces ambiguity that can lead to disputes. Properly drafted, it protects the employer by evidencing progressive discipline and helps the employee by providing an actionable roadmap to meet job requirements.

Who Typically Prepares and Receives a PIP

Human resources and direct managers usually prepare the PIP in collaboration; legal or employee relations may review higher-risk cases.

HR and People Ops teams responsible for documentation, consistency, and retention
Direct supervisors who monitor performance and deliver coaching
Employees subject to the plan, who must understand expectations and sign to acknowledge receipt

Use the PIP as a documented performance-management step, not as a substitute for ongoing coaching or reasonable accommodations under employment law.

Step-by-Step: Completing a PIP with Clear Milestones

Follow this sequence to create an enforceable and useful PIP that balances clarity, support, and documentation.

01

Document Performance: Collect dates, examples, and metrics that show the performance gap.
02

Set Measurable Goals: Define objective targets and acceptable performance levels.
03

Assign Support: Specify training, mentoring, or resources the employer will provide.
04

Schedule Reviews: Set regular check-ins and a final evaluation date with explicit consequences.

Essential Sections Every Professional PIP Should Include

A complete PIP contains discrete, well-labeled sections so managers and employees can track progress and responsibilities without ambiguity.

Summary

A concise statement of the reason for the PIP and the performance baseline being addressed, including relevant dates and prior coaching.

Objectives

Specific, measurable, achievable, relevant, and time-bound (SMART) goals tied to the employee's role.

Actions and Support

Employer-provided resources such as training, workload adjustments, or mentoring, with responsible parties and timelines.

Performance Metrics

Quantitative or qualitative measures used to evaluate progress, including how and when metrics are captured.

Review Schedule

Dates for interim check-ins and a final assessment, with clear criteria for satisfactory completion or escalation.

Signatures

Signature lines for the employee, manager, and HR representative with dates to document acknowledgment and receipt.

Key Administrative Details to Record

Document ID: Assign a unique identifier for file tracking

Version: Record the PIP version or revision date

Storage Location: Specify secure HR repository or personnel file

Access Controls: Limit access to HR, legal, and direct management

Retention Category: Classify per company retention policy and legal requirements

Audit Trail: Log edits, signatures, and distribution events

Where a Completed PIP Typically Goes

After finalizing the PIP, follow this routing sequence to ensure proper review, storage, and follow-up.

Manager Review: Manager and employee discuss and sign the PIP to acknowledge expectations.
HR Intake: HR reviews the document for policy alignment and records a copy in the personnel file.
Employee Copy: Provide the employee with a dated copy for reference and signature confirmation.
Follow-up Scheduling: Calendar check-ins and tie review dates to performance metrics.

How to Configure a Digital PIP Workflow

Design the online workflow to mirror your in-person approvals and to capture a complete audit trail for each step.

Field	Configuration
Signature Requirement	Employee, Manager, HR must sign in sequence
Authentication	Use email link or SMS code for signer verification
Notifications	Auto-reminders at 3, 7, and 14 days before review
Audit Trail	Capture timestamps, IP addresses, and document versions

Digital Delivery and Signing Considerations

Choose a platform that provides secure e-signatures, secure storage, and a reliable audit trail for personnel records.

File Formats: PDF and DOCX supported for record fidelity
Integrations: Connectors for HRIS and document storage (e.g., HR systems, Box, Google Workspace)
Compliance: HIPAA-ready workflows if PIP includes protected health information

Ensure the chosen system enforces access controls and preserves an immutable audit trail to support internal reviews and regulatory compliance.

Typical Timelines and Deadlines for a PIP

Set clear calendar milestones so all parties know when reviews occur and when decisions will be made.

PIP Duration:

30–90 days depending on role complexity

Interim Reviews:

Biweekly or monthly check-ins to monitor progress

Final Evaluation:

Date when improvement is officially measured

Documentation Deadline:

All notes and evidence retained within 7 business days of each review

Appeal Window:

Company-specific; often 7–14 days after final decision

Key Milestones in the PIP Lifecycle

Track these numbered milestones to maintain a defensible and consistent process from issuance to final outcome.

01

Issue PIP

Manager and HR deliver the plan and obtain employee acknowledgment.

02

Begin Support

Training or accommodations begin within the first week.

03

Interim Check

Document progress at scheduled midpoint review.

04

Final Review

Assess outcomes and document next steps, up to termination.

Common Mistakes to Avoid When Preparing a PIP

Using vague goals that cannot be objectively measured, which invites disputes
Failing to document prior coaching or warnings, weakening progressive-discipline evidence
Not providing promised support or training, which undercuts the employer's position
Missing signature dates or failing to keep a dated employee copy for the personnel file

Risks and Consequences of an Incorrect or Incomplete PIP

Discrimination Claims: Insufficient documentation can increase exposure to discrimination or retaliation claims

Unemployment Liability: Poorly documented termination decisions can raise unemployment benefit payouts

Recordkeeping Violations: Failure to retain personnel records may breach state labor laws

Breach of Agreement: Inconsistent enforcement can undermine internal policies and contracts

Regulatory Scrutiny: If PIP includes health-related info, HIPAA breaches can result

Reputational Harm: Public or internal disputes from mishandled PIPs damage trust

eSignature Vendor Pricing Snapshot for PIP Workflows

Comparison focuses on list pricing, trial availability, high-level features, and HIPAA readiness to inform vendor selection for personnel records.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical PIP Examples from Real Workplaces

Two anonymized examples show how a PIP is used in different workplace contexts.

Mid-size Sales Team

A regional sales rep missed quarterly targets for three periods and received documented coaching

Goals tied to a 10% monthly pipeline increase and weekly coaching sessions
After 60 days the rep met metrics and the PIP remained in file for three years as documentation of corrective action.

Healthcare Clinic

A medical assistant had repeated charting errors documented with dates and examples

Required remediation included two training sessions and supervised chart audits
The clinic retained the PIP for six years to comply with HIPAA record retention for personnel-related PHI handling.

Practical Tips for Accurate and Efficient PIP Completion

Follow these best practices to reduce disputes and administrative burden while improving outcomes.

Be Specific

Use measurable criteria and cite concrete examples to avoid ambiguity and support objective review.

Document Support

Record any training or resources provided and attach attendance or completion records to the PIP.

Keep Records Current

Save dated copies of each review and signed acknowledgments in the secure personnel file.

Consistent Application

Apply the PIP process uniformly across similar cases to reduce risk of disparate treatment claims.

Frequently Asked Questions About Employee Performance Improvement Documents

Answers to common questions about use, enforceability, recordkeeping, and digital execution of PIPs.

Need help? Contact support

When should a PIP be used?
Use a PIP when documented performance issues persist after informal coaching and when clear, measurable expectations can be set. It should not replace interactive disability accommodation processes.
Is an employee signature required?
Signature is recommended to acknowledge receipt and understanding. Lack of signature does not always invalidate the PIP but may affect notice defenses in disputes.
Can a PIP be executed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are met.
Do PIPs need to be notarized?
Notarization is generally not required for PIPs. Some states or specific policies may request notarization for acknowledgments, but it is uncommon.
How long should I keep PIPs?
Retain for at least 3 years after termination; healthcare-related records should follow HIPAA retention of 6 years (45 CFR §164.530(j)).
What if the employee disputes the PIP?
Document all coaching and evaluations, provide opportunity for the employee to respond in writing, and follow internal grievance or appeal procedures to create a defensible record.

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