Can a PIP be signed electronically?

Yes. Under the ESIGN Act and state UETA frameworks, electronic signatures are generally valid for PIP forms if intent is shown, consent to electronic records exists, and records are retained. Check internal policy for required signer authentication or disclosures.

What if the employee refuses to sign?

Document the refusal on the form, have a witness or HR representative sign to note delivery, and continue to document performance events. Refusal does not necessarily prevent the employer from relying on documented actions.

How long should PIP records be kept?

Retain PIP records for at least three years post‑termination to meet tax and employment defense needs; extend retention where litigation or regulatory rules require longer periods.

Who must sign the PIP?

Typically the employee, the manager, and an HR representative sign and date the form to confirm delivery, discussion, and acknowledgement of expectations.

Can a PIP be amended after issuance?

Yes. Amendments should be documented in writing, signed by the same parties, and appended to the original PIP to preserve a clear audit trail of changes.

How do you prove authenticity of an electronic PIP?

Use platforms that capture audit trails with timestamps, signer IP, authentication method, and tamper-evident PDFs to demonstrate signer identity and record integrity.

Electronic Signature
Templates
HR
Performance Improvement Plan Form

Performance Improvement Plan Form

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

PERFORMANCE IMPROVEMENT PLAN FORM

Employee Information

Full Legal Name Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Employment Start Date:

Current Salary/Rate:

Employment History (Most Recent)

Employer 1 - Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References (Professional)

Reference 1

Phone:

Email:

Relationship:

Reference 2

Phone:

Email:

Relationship:

Reference 3

Phone:

Email:

Relationship:

Performance Improvement Plan Details

Plan Issue Date:

Reason for Plan / Summary of Concerns

Performance Deficiency #1:

Description of Deficiency Performance Standard / Measurable Goal

Performance Deficiency #2:

Description of Deficiency Performance Standard / Measurable Goal

Performance Deficiency #3:

Description of Deficiency Performance Standard / Measurable Goal

Action Plan and Support

Actions Required of Employee Employer/Manager Support and Resources

Overall Plan Duration: From to

Monitoring, Reviews & Progress

Scheduled Review 1 Date:

Review 1 Manager Comments

Scheduled Review 2 Date:

Review 2 Manager Comments

Scheduled Final Review Date:

Final Review Comments & Outcome

Success Criteria and Consequences

Success Criteria: The employee will be considered to have satisfactorily completed this plan when the measurable goals set forth in each Performance Standard are met and sustained through the final review period. Specific metrics for success are recorded under each deficiency above.

Consequences: Failure to meet the established performance standards within the plan timeframe may result in additional corrective action up to and including termination of employment. This determination will be made in accordance with company policy and applicable law.

Legal Disclosures & Permissions

At-Will Employment: Nothing in this plan alters the at-will nature of employment. Either party may terminate the employment relationship at any time, with or without cause, subject to applicable law.

Equal Opportunity: The employer remains an equal opportunity employer and does not tolerate unlawful discrimination or retaliation. This plan is intended to address performance and is applied without regard to protected characteristics.

Authorization and Acknowledgments

Employee authorizes employer to verify employment history, references, and to perform background checks as permitted by law.

Employee acknowledges that a copy of this plan will be retained in the employee's personnel file.

Employee understands the contents of this plan and agrees to participate in the improvement process in good faith.

Employee Certification

I certify that all information I have provided on this form is true and complete to the best of my knowledge. I acknowledge receipt of this Performance Improvement Plan, understand the expectations and consequences described herein, and will cooperate with the employer in the designated improvement activities. I understand that signing this document does not necessarily indicate agreement with its contents but acknowledges receipt and understanding.

Progress Entries (Manager Use)

Progress Entry 1 - Date Progress Entry 1 - Notes Progress Entry 2 - Date Progress Entry 2 - Notes

Employee Name:

By:

Date:

Manager / HR Name:

By:

Date:

What the Performance Improvement Plan Form Is

A Performance Improvement Plan Form documents specific performance concerns, measurable goals, and corrective actions for an employee. Employers use the form to set clear expectations, record coaching conversations, and track progress over a defined timeline. A consistent PIP form supports fair treatment, helps managers evaluate outcomes objectively, and creates a contemporaneous record that can be important for internal reviews, HR decisions, and legal defensibility when employment actions follow performance processes.

Why a Formal PIP Form Matters

A written PIP clarifies expectations and timelines, reduces ambiguity in performance discussions, and provides a documented corrective process for both managers and employees.

Who Typically Completes and Uses a PIP Form

PIP forms are completed by managers with HR oversight to record performance issues, required improvements, and monitoring steps.

Direct managers who observe performance issues and coordinate reviews with HR and the employee.
Human resources professionals who ensure policy consistency, legal compliance, and accurate recordkeeping.
HR counsel or employment attorneys when high-risk cases require legal review before final decisions.

Copies are retained in the employee personnel file and shared with the employee and relevant decision-makers according to company policy.

How a Professional PIP Form Is Structured

A well‑crafted PIP form combines clear findings, measurable objectives, support actions, and signatures to make expectations and outcomes explicit.

Employee Details

Name, job title, department, and hire date so the record clearly identifies the affected employee and role.

Performance Issues

Specific, dated examples of unmet expectations or behaviors, avoiding vague language and linking to job responsibilities.

Measurable Goals

Concrete targets with metrics, baseline measurements, and success criteria so progress is objectively assessed.

Support Actions

Training, coaching, resources, or schedule adjustments provided to assist the employee in meeting the stated goals.

Timeline

Start date, review checkpoints, midpoint review, and final evaluation date to frame monitoring and decision points.

Signatures

Employee, manager, and HR signatures with dates to confirm receipt, review, and agreement where appropriate.

Step-by-step: how to complete and document a PIP

Follow a consistent sequence to prepare, issue, monitor, and close a PIP to ensure fairness and defensibility.

01

Document Issues: Collect dated examples and metrics before initiating the PIP.
02

Draft Plan: Set specific objectives, actions, and timelines in writing.
03

Meet and Deliver: Discuss the PIP with the employee and obtain acknowledgement.
04

Monitor Progress: Hold scheduled reviews and record outcomes on the PIP form.

Configuring an online PIP workflow

Typical digital workflows automate assignment, reminders, and archival so managers follow consistent steps.

Field	Configuration
Template Name	Use a single standardized PIP template for consistency.
Assign Manager	Auto‑assign the employee’s manager via HRIS mapping.
Signature Authentication	Require signer authentication (email or SMS code) for accountability.
Reminder Schedule	Set automated reminders at midpoint and final review dates.

Technical considerations for e-signing and e-submission

Choose a platform that supports PDF/DOCX, audit trails, and enterprise authentication to document PIP actions reliably.

File formats: PDF and DOCX supported
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email, SMS code, and SSO

Ensure chosen tools meet your compliance requirements and preserve an unalterable audit trail for each signed PIP.

Where PIP forms are filed and who receives copies

Establish a consistent routing path so each stakeholder has a clear, dated copy and HR maintains the official record.

HR File: Store the signed PIP in the central personnel file.
Employee Copy: Provide a dated copy to the employee immediately.
Manager Copy: Manager keeps a working copy for coaching and notes.
Legal/Control: Retain a secure copy accessible to HR and legal as needed.

Typical timelines and deadlines for a PIP

Timelines vary by role and severity; define dates clearly to manage expectations and compliant documentation.

PIP Length:

Commonly 30–90 days depending on role complexity and policy.

Midpoint Review:

Scheduled halfway through the PIP to assess progress.

Final Evaluation:

Date used to determine success, extension, or next steps.

Appeal Window:

Company policy may allow a short period to submit responses.

Retention Trigger:

Retention clock starts at creation or final action date.

Key milestones in the PIP lifecycle

Track milestones to ensure timely reviews and evidence collection at each decision point.

01

Issue PIP

Manager presents plan and employee acknowledges receipt.

02

Midpoint Check

Assess progress against measurable goals.

03

Final Review

Evaluate whether objectives were met.

04

Outcome Decision

Close, extend, or escalate the case based on results.

Common mistakes to avoid when preparing a PIP

Writing vague goals without measurable criteria, which makes objective assessment impossible and increases dispute risk.
Failing to document prior coaching or progressive discipline, undermining the employer’s evidence of reasonable remediation efforts.
Setting unrealistic timelines or providing no resources, which can create a perception of unfair treatment or manufactured failure.
Not including consistent review notes or signatures, weakening the paper trail needed for internal appeals or external scrutiny.

Risks and consequences of improper PIP handling

Wrongful Termination Risk: Increased litigation exposure

Discrimination Claim: Uneven application may trigger claims

Record Gaps: Lost or inconsistent records weaken defense

Retaliation Allegations: Poor timing may suggest retaliation

Regulatory Scrutiny: Industry regulators may review processes

Operational Impact: Morale and productivity consequences

Essential data and security controls for PIP records

Encryption: TLS 1.2/1.3 in transit; AES‑256 at rest

Audit Trail: Detailed timestamp and action log

Access Controls: Role-based HR and manager permissions

HIPAA Considerations: BAA required when health data included

21 CFR Part 11: Support for FDA-regulated record controls

Certifications: SOC 2 Type II and ISO 27001 available

Realistic PIP scenarios and outcomes

Two anonymized examples illustrate how structured PIPs support improvement or justify subsequent personnel actions.

Mid‑Level Sales Associate

Sales metrics missed for three consecutive quarters with documented coaching

PIP issued with 60‑day targets and weekly check-ins
After documented improvement the employee met goals and PIP closed, preserving a fair documented process for both parties.

IT Support Technician

Repeated missed SLAs despite training and schedule changes

Manager provided specific response time goals and shadowing support
No sustained improvement led to termination supported by dated PIP evidence and HR review, reducing wrongful-termination exposure.

Comparing typical eSignature vendor pricing and capabilities

Basic vendor pricing and feature availability for eSignature platforms. Use vendor terms and plans to confirm current details.

	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

Frequently asked questions about using a PIP Form

Answers to common questions about validity, e-signatures, recordkeeping, and typical process concerns for PIP documents.

Need help? Contact support

Can a PIP be signed electronically?
Yes. Under the ESIGN Act and state UETA frameworks, electronic signatures are generally valid for PIP forms if intent is shown, consent to electronic records exists, and records are retained. Check internal policy for required signer authentication or disclosures.
What if the employee refuses to sign?
Document the refusal on the form, have a witness or HR representative sign to note delivery, and continue to document performance events. Refusal does not necessarily prevent the employer from relying on documented actions.
How long should PIP records be kept?
Retain PIP records for at least three years post‑termination to meet tax and employment defense needs; extend retention where litigation or regulatory rules require longer periods.
Who must sign the PIP?
Typically the employee, the manager, and an HR representative sign and date the form to confirm delivery, discussion, and acknowledgement of expectations.
Can a PIP be amended after issuance?
Yes. Amendments should be documented in writing, signed by the same parties, and appended to the original PIP to preserve a clear audit trail of changes.
How do you prove authenticity of an electronic PIP?
Use platforms that capture audit trails with timestamps, signer IP, authentication method, and tamper-evident PDFs to demonstrate signer identity and record integrity.

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