Can an Improvement Plan be e-signed?

Yes. Electronic signatures satisfy intent and attribution under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided consent and retention requirements are met.

What makes an e-signature legally valid?

Legal validity requires intent to sign, consent to transact electronically, attributable action by the signer, and the ability to retain and reproduce the record (see 15 U.S.C. §7001).

Who should sign the plan?

The employee and the direct manager should sign; include HR or witness signatures where policy or collective-bargaining agreements require additional acknowledgements.

How do I change or update a plan?

Issue an amended plan that references the original, obtain dated signatures from parties, and retain both versions to preserve auditability and demonstrate the change history.

Is notarization ever required?

Not typically for internal HR plans. Notarization is rarely required unless the plan is linked to legal filings or agreements that specify notarization.

How long should I keep signed plans?

Retain for at least three years after termination to align with IRS recordkeeping guidance (IRC §6501(a)); longer retention may be required by state law or industry rules.

Improvement Plan

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

What an Improvement Plan Is and When it Applies

An Improvement Plan is a formal written document that defines performance or process shortfalls, establishes measurable goals, and describes the actions and resources needed to reach expected standards. Employers and project leaders use it to set timelines, assign responsibility, and create a record of coaching or corrective steps. The document can also serve as evidence in personnel decisions when it documents progressive discipline, reasonable accommodations, or remediation of process issues. Improvement Plans are commonly issued as part of HR performance management, project remediation, or operational continuous-improvement efforts and may be executed electronically when legally permitted.

Why a Formal Improvement Plan Matters

A written Improvement Plan clarifies expectations, sets measurable milestones, and documents support offered to the employee or project team. Clear documentation reduces ambiguity, improves follow-through, and creates a defensible record for subsequent actions.

Who Typically Prepares and Uses an Improvement Plan

Human resources, direct supervisors, and project managers generally create and manage Improvement Plans to drive remediation and track outcomes.

HR managers and people managers who document performance expectations and corrective steps.
Employees subject to performance coaching who need clear milestones and support resources.
Legal, compliance, or union representatives who review plans for fairness and procedural consistency.

Essential Parts of a Professional Improvement Plan

A complete Improvement Plan combines measurable goals, specific actions, timelines, assigned owners, support resources, and a signature block to ensure clarity and accountability across parties.

Goals

Specific, measurable objectives that describe desired performance improvements and include target metrics or behaviors for evaluation.

Action Steps

Concrete tasks the employee or team will take, who will assist, and any training or resources provided to support success.

Timeline

Clear deadlines and interim checkpoints that map progress and allow for documented reviews and adjustments as needed.

Ownership

Names and roles of the responsible manager, employee, and any supporting staff or mentors assigned to the plan.

Support

Resources such as training, tools, schedule changes, or coaching sessions offered to enable improvement efforts.

Signatures

Acknowledgement lines for employee and manager that record agreement, date of issuance, and consent to follow scheduled reviews.

Step-by-Step: Create, Issue, and Track an Improvement Plan

Follow a consistent sequence to create, review, and document the plan so all stakeholders have the same expectations and records.

01

Draft the Plan: Complete template fields and set measurable targets.
02

Discuss with Employee: Hold a meeting to review goals, supports, and expectations.
03

Document Agreement: Obtain dated signatures and record the issuance date.
04

Monitor and Review: Conduct interim checks and document outcomes at each milestone.

Configuring an Online Improvement Plan Workflow

Set up the template with signer order, authentication, reminders, and secure storage to enable consistent electronic processing and auditability.

Field	Configuration
Template	Use a standardized PIP template with editable fields for goals and dates.
Signer Order	Sequence: manager signs, employee acknowledges, HR archives signed copy.
Authentication	Email link or SMS code for signer verification; KBA for higher assurance.
Reminders	Automatic reminders at 7, 30, and 7 days before checkpoints.

Digital Requirements and File Format Considerations

Choose a platform that supports secure signatures, configurable fields, and common integrations to reduce manual steps.

Integrations: Salesforce, Microsoft 365, NetSuite supported.
File Formats: PDF, DOCX, and HTML export available.
Authentication: Email link, SMS code, or SSO options.

Where to Send, Sign, and Store an Improvement Plan

Determine the delivery path so signatures, acknowledgements, and the final signed copy are captured and retained in a consistent repository.

Send to Signer: Email invite or secure link delivers the plan to the employee.
Sign and Date: Employee reviews, signs, and dates the document electronically.
Manager Acknowledgement: Manager countersigns after discussion and confirmation.
Archive Securely: Store signed PDF and audit record in encrypted HR storage.

Typical Timing and Deadlines in an Improvement Plan

Establish clear timing for initial discussion, interim reviews, and final evaluation so progress is observable and decisions are time-bound.

Initial Meeting Deadline:

Hold the first meeting within 7 calendar days of issuance.

First Progress Review:

Conduct a 30-day checkpoint to document early progress.

Midpoint Evaluation:

Complete a 60-day progress assessment and adjust support as needed.

Final Review:

Perform a 90-day evaluation to confirm goal attainment or next steps.

Record Retention Trigger:

Retention obligations begin on the issuance date or termination.

Key Milestones from Issuance to Closure

Track the plan through four sequential milestones so concrete evidence exists for each stage of review and decision-making.

01

Plan Issuance

Document objectives, supports, and assign owners immediately.

02

Interim Reviews

Record outcomes at scheduled checkpoints with dated notes.

03

Final Evaluation

Decide whether goals were met and document the result.

04

Close or Escalate

Close the plan with records or escalate to formal action if unmet.

Common Mistakes to Avoid When Preparing an Improvement Plan

Using vague goals without metrics makes outcomes subjective and unenforceable.
Failing to assign clear owners for tasks leads to missed follow-up and confusion.
Not documenting meetings, coaching, or interim results undermines the record for later decisions.
Missing dated signatures or inconsistent dates creates ambiguity about plan start and review periods.

Risks and Consequences of Poorly Documented Plans

Employment Claim Risk: Inadequate documentation increases wrongful termination exposure.

Discrimination Risk: Unequal treatment can lead to discrimination complaints.

Union Grievance: Incomplete records may be subject to grievance procedures.

Process Failure: Missed deadlines can negate progressive-discipline steps.

Privacy Exposure: Including unnecessary health data raises HIPAA concerns.

Regulatory Risk: Industry rules may require specific retention or disclosures.

Real-world Examples of Electronic Improvement Plan Use

Organizations commonly use signed digital plans to move faster while keeping an auditable record of coaching and remediation actions.

Martin Properties

A small real estate firm standardized PIPs to reduce administrative delays and improve follow-up.

The team used electronic templates to capture signatures quickly.
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, Founder, describing faster turnaround and consistent documentation across mobile and desktop.

BIS

A compliance-focused services firm documented performance remediation workflows with strict audit requirements.

They required signed acknowledgement and secure storage.
Dan Rotelli, CEO, noted the importance of SOC 2 controls when preserving records for regulatory review, emphasizing the value of auditable trails and role-based access.

Security and Compliance Controls for Electronic Plans

Encryption in Transit: TLS 1.2 / 1.3

Encryption at Rest: AES-256

Audit Controls: SOC 2 Type II

Health Data: HIPAA compliant (BAA required)

E-signature Law: ESIGN and UETA compliant

FDA Records: Supports 21 CFR Part 11

Comparison: eSignature Pricing and Limits

A concise vendor comparison for common eSignature plan features. signNow is listed first per platform comparison conventions; check each vendor for full plan details and enterprise options.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Improvement Plans

Practical answers to common questions about creating, signing, storing, and revising Improvement Plans in a workplace context.

Need help? Contact support

Can an Improvement Plan be e-signed?
Yes. Electronic signatures satisfy intent and attribution under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided consent and retention requirements are met.
What makes an e-signature legally valid?
Legal validity requires intent to sign, consent to transact electronically, attributable action by the signer, and the ability to retain and reproduce the record (see 15 U.S.C. §7001).
Who should sign the plan?
The employee and the direct manager should sign; include HR or witness signatures where policy or collective-bargaining agreements require additional acknowledgements.
How do I change or update a plan?
Issue an amended plan that references the original, obtain dated signatures from parties, and retain both versions to preserve auditability and demonstrate the change history.
Is notarization ever required?
Not typically for internal HR plans. Notarization is rarely required unless the plan is linked to legal filings or agreements that specify notarization.
How long should I keep signed plans?
Retain for at least three years after termination to align with IRS recordkeeping guidance (IRC §6501(a)); longer retention may be required by state law or industry rules.

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