Can a PIP be signed electronically?

Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are present. Use a platform that preserves an audit trail and supports lawful consent processes.

Is a PIP a prerequisite to termination?

Not always. A PIP documents remedial efforts and supports progressive discipline, but some serious misconduct may justify immediate action consistent with policy and law.

How long should PIP records be retained?

Retain PIPs for the active period plus several years. If records contain payroll or tax data, preserve them at least three years; if PHI appears, follow HIPAA six-year retention rules.

What if an employee refuses to sign?

Note the refusal in writing, have a witness attest, and proceed with documented supervision actions. A refusal does not necessarily invalidate the PIP if delivery and notice were documented.

When should legal counsel review a PIP?

Consider counsel review for high-risk roles, complex accommodations requests, repeated performance issues, or when termination is likely to ensure compliance and reduce litigation risk.

Can PIPs be used in unionized workplaces?

Yes, but follow collective bargaining agreements and involve union representatives as required; deviations can violate contractual rights or grievance procedures.

Electronic Signature
Templates
HR
Employee Performance Improvement Plan

Employee Performance Improvement Plan

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

EMPLOYEE PERFORMANCE IMPROVEMENT PLAN

Employee Information

Full Legal Name Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Employment Start Date

Current Salary / Pay Rate

Employment History (Most Recent Two Employers)

Employer 1 - Company

Title / Role

Dates of Employment

Primary Responsibilities Reason for Leaving Employer 2 - Company

Title / Role

Dates of Employment

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 - Name

Phone

Email

Relationship Reference 2 - Name

Phone

Email

Relationship Reference 3 - Name

Phone

Email

Relationship

Performance Concerns (Documented)

The following performance deficiencies are documented and form the basis of this Performance Improvement Plan. These deficiencies are objective, job-related, and have been previously communicated in performance reviews, counseling, or written warnings when applicable. The employee is required to correct the deficiencies identified below within the timeline specified.

Summary of Specific Concerns

Improvement Objectives and Success Criteria

Objectives listed below are measurable, time-bound, and directly tied to job duties. Success criteria define the minimally acceptable standard and the method by which achievement will be measured.

Objective 1 Success Criteria for Objective 1 Objective 2 Success Criteria for Objective 2

Action Plan and Support

The employer will provide the reasonable support, training, and resources noted below. The manager and employee will meet at the frequency stated to review progress against objectives.

Support / Resources to be Provided Required Employee Actions

Performance Measurement and Monitoring

How Performance Will Be Measured

Review Frequency

Primary Reviewer

Timeline and Review Schedule

Plan Start Date

Improvement Period End Date

Scheduled Review Dates

Consequences of Non-Improvement

Failure to demonstrate sustained improvement within the prescribed timeline may result in further corrective action, including but not limited to reassignment, demotion, suspension, or termination. The choice of action will be made in accordance with company policy and applicable employment laws.

Potential Disciplinary Outcomes (check all that apply)

Written Warning Suspension Demotion Termination Other

Legal and Administrative Notices

At-Will Employment: Nothing in this Performance Improvement Plan alters the at-will nature of employment unless expressly stated in a separate written agreement signed by an authorized company officer. Either the employee or the employer may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law.

Employee Acknowledges At-Will Statement

Acknowledged

Equal Employment Opportunity: The employer maintains an equal employment opportunity policy. This Performance Improvement Plan will be applied consistent with that policy and with applicable laws prohibiting discrimination and retaliation.

Employee Acknowledges EEO Statement

Acknowledged

Authorization: By signing below the employee authorizes the employer to verify relevant employment history, training, and references to the extent necessary to administer this plan, and to conduct job-related background checks where permitted by law.

I authorize verification and background checks as described above.

Employee Certification and Comments

I certify that I have received this Performance Improvement Plan, that the plan has been explained to me, and that I understand the expectations, support to be provided, and potential consequences for failure to meet the stated objectives. My signature below does not necessarily indicate agreement with the contents, but confirms receipt and understanding.

Employee Certification (check to acknowledge) I certify that the information contained herein is accurate to the best of my knowledge and that I have discussed this plan with my manager.

Employee Comments

Employee:

By:

Date:

Manager / Employer Representative:

By:

Date:

What an Employee Performance Improvement Plan Is

An Employee Performance Improvement Plan (PIP) is a formal, timebound document that details specific performance deficiencies, measurable expectations for improvement, and the resources and timeline provided to the employee to correct performance. PIPs serve both remedial and documentation purposes: they give a structured opportunity for improvement while creating an auditable record of managerial actions and employee responses. Well-drafted PIPs reduce legal risk, clarify next steps, and support consistent HR decision-making when performance does not meet established standards.

Why a Clear PIP Matters for Employers and Employees

A PIP aligns expectations, documents support offered, and preserves evidence of progressive discipline when needed.

Who Typically Creates and Uses a PIP

Teams that prepare or rely on PIPs include HR professionals, direct supervisors, and in-house legal advisors.

Human resources professionals responsible for consistency across cases and record retention.
Front-line supervisors who document performance issues and manage improvement activities.
Employment counsel or internal legal teams advising on risk and compliance.

Employees who receive a PIP should review it carefully, ask clarifying questions, and participate in scheduled follow-ups.

Primary Signatories and Their Roles

HR Manager

HR Managers draft or approve the PIP template, oversee consistent application, and retain the official record. They advise on compliance with state employment law and company policy, and may participate in appeal or accommodation discussions.

Direct Supervisor

Supervisors document specific performance issues, set measurable goals and timelines, coach the employee, and complete progress reviews. Their observations form the factual basis for next-step decisions if objectives are not met.

Stepwise Process for Issuing a PIP

Follow these sequential actions to prepare, issue, and review a PIP consistently.

01

Document Issues: Record specific incidents, dates, and supporting data before drafting the PIP.
02

Draft PIP: Set measurable objectives, resources, and a clear timeline for improvement.
03

Meet and Deliver: Hold a face-to-face meeting to explain expectations and obtain acknowledgment.
04

Monitor & Review: Conduct midpoint and final reviews; document outcomes and next steps.

How a PIP Moves Through Your Workflow

Typical routing steps ensure the PIP is reviewed, stored, and acted on by the right stakeholders.

Supervisor Prepares: Supervisor drafts PIP with evidence and proposed goals.
HR Reviews: HR verifies policy alignment and retention requirements.
Meeting Held: Supervisor meets with employee and obtains acknowledgment.
Archive Record: Signed PIP is stored in the HR file with access controls.

Configuring an Online PIP Template

Key settings for a digital PIP template support consistency and auditability across cases.

Template Fields	Predefine required fields (name, dates, goals) to avoid incomplete forms.
Conditional Sections	Show improvement-consequence text only if severity exceeds threshold.
Signer Order	Require supervisor then HR to sign in sequence for accountability.
Automated Reminders	Set reminder emails for midpoint and final review dates.
Audit Trail	Enable full action logging (IP, timestamp) for legal defensibility.

Technical Needs for Digital PIP Delivery

Choose a platform that supports secure signatures, field validation, and audit trails.

File Formats: PDF and DOCX support for templates is standard.
Integrations: Connectors like HRIS and document storage ease recordkeeping.
Authentication: Email, SMS, or stronger verifier options protect signer identity.

Ensure the platform complies with ESIGN/UETA and your industry requirements before accepting e-signed PIPs.

How a PIP Differs from Other HR Notices

Compare the PIP with related documents to choose the right approach for performance management.

Document Type	PIP	Performance Review
Purpose	corrective plan	evaluation summary
Timeline	timebound improvement	annual or periodic
Consequences	possible discipline or termination	development focus
Signatures Required	employee and supervisor	supervisor and optional employee

Typical eSignature Pricing for PIP Workflows

Digital PIP workflows commonly rely on eSignature platforms; the table below shows starting pricing and capabilities across major vendors with signNow listed first.

	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	Verify	Verify	Verify	Verify
Bulk Send	Yes (Business Premium+)	Verify	Verify	Verify	Verify
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Security and Compliance for Digital PIP Records

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Certifications: SOC 2 Type II

Regulatory Support: ESIGN and UETA compliant

Healthcare: HIPAA: BAA required

Additional Standards: ISO 27001; 21 CFR Part 11

Risks of an Inadequate or Incorrect PIP

Wrongful Termination: Insufficient documentation may increase liability risk.

Discrimination Claims: Inconsistent application can support disparate treatment claims.

Unemployment Appeals: Weak PIPs may fail to justify termination in hearings.

Recordkeeping Failures: Poor retention can hinder defense in disputes.

Security Exposure: PHI or sensitive details must be protected to avoid breaches.

Operational Confusion: Vague objectives make performance measurement subjective.

Common Mistakes When Preparing a PIP

Using vague, subjective language instead of specific, observable examples and metrics reduces enforceability and clarity.
Failing to document the resources and support offered to help the employee meet improvement objectives undermines the remedial purpose.
Skipping midpoint reviews or failing to record outcomes leads to disputes about whether improvement was reasonably possible.
Inconsistent application across similar roles can expose the organization to discrimination or disparate-treatment claims.

Practical Tips to Improve PIP Effectiveness

Adopt consistent practices that balance clarity, support, and documentation to make PIPs effective and defensible.

Document Facts, Not Judgments

Record dates, metrics, and observable behaviors. Concrete evidence is more persuasive than opinions and reduces later disputes.

Set Measurable Goals

Define targets and acceptable thresholds. Use objective measures whenever possible so both parties know what success looks like.

Provide Support

Include training, mentoring, or workload adjustments when appropriate and document what assistance is provided and when.

Follow Scheduled Reviews

Conduct midpoint and final reviews on the dates specified; record attendance, discussion points, and outcomes in writing.

Key Milestones in a Typical PIP Timeline

These numbered stages reflect an orderly PIP progression from initiation through final determination.

01

Issue PIP

Deliver the plan with objectives and start date to initiate the improvement window.

02

Midpoint Review

Evaluate progress at the halfway mark and document adjustments or continued support.

03

Final Review

Assess whether objectives were met and determine next steps.

04

Closure or Escalation

Close the PIP on success or follow disciplinary procedures if objectives are unmet.

Recommended Timing and Deadlines for a PIP

Use clear, date-driven checkpoints to measure progress and preserve an auditable timeline.

Initial Meeting Deadline:

Hold the PIP meeting within 7 business days of documented performance concerns.

Common Improvement Period:

Use a 30–90 day improvement window based on role complexity and objective measurement.

Midpoint Check:

Schedule a midpoint review at 50% of the improvement period.

Final Evaluation:

Complete the final assessment on the stated end date and document the result.

Appeal Window:

Provide a defined period for the employee to request review or submit supporting evidence.

Realistic PIP Scenarios and Outcomes

Two anonymized scenarios illustrate how structured PIPs can resolve issues or document necessary next steps.

Front-line Sales Associate

A sales associate missed quota for three months with documented calls and dates

Supervisor sets explicit call/activity targets and provides coaching
After a 60-day PIP with midpoint coaching, the associate met targets and the file documents support and closure.

Licensed Clinician

A clinician had repeated charting errors affecting billing accuracy

HR and clinical lead set specific documentation standards and scheduled training
The PIP recorded training completion, improved documentation quality, and established retention for audits.

Frequently Asked Questions About PIPs

Answers to common questions about drafting, delivering, and storing PIPs in a compliant manner.

Need help? Contact support

Can a PIP be signed electronically?
Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are present. Use a platform that preserves an audit trail and supports lawful consent processes.
Is a PIP a prerequisite to termination?
Not always. A PIP documents remedial efforts and supports progressive discipline, but some serious misconduct may justify immediate action consistent with policy and law.
How long should PIP records be retained?
Retain PIPs for the active period plus several years. If records contain payroll or tax data, preserve them at least three years; if PHI appears, follow HIPAA six-year retention rules.
What if an employee refuses to sign?
Note the refusal in writing, have a witness attest, and proceed with documented supervision actions. A refusal does not necessarily invalidate the PIP if delivery and notice were documented.
When should legal counsel review a PIP?
Consider counsel review for high-risk roles, complex accommodations requests, repeated performance issues, or when termination is likely to ensure compliance and reduce litigation risk.
Can PIPs be used in unionized workplaces?
Yes, but follow collective bargaining agreements and involve union representatives as required; deviations can violate contractual rights or grievance procedures.

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