Can a PIP be signed electronically?

Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Does an employee have to sign the PIP?

An employee should sign to acknowledge receipt; signature does not necessarily indicate agreement with content. Document attempts to obtain signature if the employee refuses and retain evidence of delivery.

How long should the PIP period be?

Common durations range from 30 to 90 days depending on role and nature of deficiencies. Choose a period that permits reasonable opportunity to improve and document interim progress.

What if an employee disputes the PIP?

Record the employee's written response, continue documented coaching, and involve HR or legal counsel if dispute escalates. Maintain all evidence and timestamps for potential review.

Who must sign the PIP?

At minimum the direct manager and the employee should sign; HR should also sign or timestamp the final document to confirm process compliance.

How to amend or revoke a PIP?

Amendments should be executed in writing with dated signatures from all parties. If revoking, document the reason and retain the revocation in the employee file to preserve auditability.

Electronic Signature
Templates
HR
Performance Improvement Plan Package

Performance Improvement Plan Package

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

PERFORMANCE IMPROVEMENT PLAN PACKAGE

Employee Information

Full Legal Name Employee ID / Number Address

Phone

Email

Position Information

Job Title Department Immediate Supervisor / Manager

Hire Date: Current Salary / Rate:

Performance Improvement Plan Overview

The purpose of this Performance Improvement Plan (PIP) is to clearly communicate performance deficiencies, define expectations and measurable outcomes, provide necessary support and resources, and establish a timeline for improvement. Continued failure to meet the plan requirements may result in further disciplinary action up to and including termination of employment.

Specific Performance Concerns (Describe observed conduct or metrics) Expected Improvements and Objectives Measurable Performance Criteria

Action Plan & Support

Steps the Employee Will Take Employer Support and Resources to be Provided

Plan Start Date: Plan Duration (weeks):

Review Schedule (Dates and Purpose) Final Review Date

Consequences and Compliance

Failure to meet the objectives and measurable criteria set forth in this PIP, failure to participate in required support activities, or failure to demonstrate sustained improvement may result in further corrective action up to and including termination of employment. Performance during and after the plan will be documented and retained in the employee's personnel file.

Acknowledgement & Employee Certification

By signing below, the employee acknowledges receipt of this Performance Improvement Plan; confirms that the plan and performance concerns were explained; certifies that the employee has had an opportunity to ask questions; and understands the expectations, timeline, and potential consequences. The employee's signature does not necessarily indicate agreement with the content, only acknowledgement of receipt and understanding.

I acknowledge receipt of this PIP and understand the contents and expectations.

Authorization to Contact and Background Checks

The employee authorizes the employer to contact current and former supervisors or employers for purposes related to performance assessment and to verify prior employment. Where permitted by law and applicable policy, the employer may conduct background or reference checks related to job performance or internal eligibility for continued employment.

I authorize contact with my prior employers and consent to any background checks necessary for employment-related purposes.

Employment History

Previous Employer #1 - Company Name Title / Role

Dates Employed: Reason for Leaving:

Previous Employer #2 - Company Name Title / Role

Dates Employed: Reason for Leaving:

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Reference #1 - Name

Phone

Email

Relationship Reference #2 - Name

Phone

Email

Relationship Reference #3 - Name

Phone

Email

Relationship

Legal Disclosures and Policies

At-Will Employment: Nothing in this Performance Improvement Plan alters the at-will nature of employment. Either the employee or the employer may terminate the employment relationship at any time, with or without cause, subject to applicable law and any contractual agreements.

Equal Employment Opportunity: The employer provides equal employment opportunities and prohibits discrimination or harassment on any protected basis. All PIP procedures will be applied in a nondiscriminatory manner.

Confidentiality: The details of this PIP are confidential personnel information. Information will be shared only with those who have a legitimate business need or as required by law.

Recordkeeping

Documentation of the PIP, progress reviews, and any related correspondence will be placed in the employee's personnel file in accordance with employer record retention policies.

Employee Printed Name:

Signature:

Date:

Manager / Supervisor Printed Name:

Signature:

Date:

Human Resources Representative Printed Name:

Signature:

Date:

Additional Approver / Title:

Signature:

Date:

What the Performance Improvement Plan Package Is

A Performance Improvement Plan Package is a formal, written HR record used to document performance deficiencies, set measurable improvement objectives, and record the support and timeline offered to an employee. It typically includes employee and manager details, specific performance examples, expected outcomes, training or support actions, checkpoint dates, and signature blocks for both employee and manager to acknowledge receipt and review.

Why a Structured PIP Package Matters

A clear PIP Package creates consistent expectations, documents coaching, and reduces ambiguity in performance decisions. It supports fair treatment, helps employers demonstrate progressive discipline if disputes arise, and provides a record useful for HR, legal review, and internal audits.

Who typically prepares and receives this package

The PIP Package is completed and managed by HR and front-line supervisors, with legal or benefits teams involved when needed.

HR professionals who maintain personnel records and ensure policy consistency.
Front-line managers who set objectives, document coaching, and run review meetings.
Employment or labor counsel consulted for high-risk performance actions or disputes.

Employees under review receive the document, sign to acknowledge receipt, and participate in scheduled checkpoints documented in the package.

Core components included in a professional PIP Package

A complete PIP Package combines objective documentation, a remediation plan, and a clear timeline to guide improvement and record outcomes.

Employee Details

Full legal name, job title, department, manager name and contact information to clearly identify parties involved and avoid administrative errors.

Performance Issues

Specific, dated examples of conduct or metrics that fall short of expectations, with supporting evidence to avoid vague or subjective claims.

Measurable Objectives

Concrete targets with numeric or observable criteria, acceptance thresholds, and methods for measuring achievement during the plan period.

Action Plan

Training, coaching, resources, and dates for each support activity that the employer will provide to assist the employee's improvement.

Review Schedule

Checkpoint dates, progress notes, and who will evaluate results to ensure a documented timeline of monitoring and feedback.

Signatures & Outcomes

Employee and manager signature blocks, date fields, and a final outcome section recording whether objectives were met or next steps taken.

Essential data elements to capture in the package

Employee Name: Full legal name

Job Title: Official position title

Manager: Direct supervisor name

Plan Dates: Start and end dates

Performance Metrics: Specific measurable criteria

Signatures: Employee and manager dated signatures

Step-by-step: completing the Performance Improvement Plan Package

Follow these sequential steps to prepare, review, and finalize a PIP Package while preserving clear records of actions and decisions.

01

Draft the PIP: Describe specific issues and cite examples.
02

Set objectives: Define measurable targets and success criteria.
03

Assign support: List training, mentoring, or tools provided.
04

Sign and archive: Obtain dated signatures and store securely.

How to set up a digital PIP workflow

Configure routing, authentication, and reminders to ensure reliable delivery and auditable acceptance of the PIP Package.

Field	Configuration
Notification Method	Email with optional SMS reminder
Authentication Level	Email link or SMS code
Routing Order	Manager → HR → Employee
Reminder Cadence	Weekly reminders until signed

Distribution and eSubmission considerations

Choose a platform that supports secure PDFs, audit trails, and flexible signer workflows to preserve evidence of delivery and consent.

File formats: PDF and DOCX supported
Integrations: Works with HRIS and cloud storage
Authentication: Email, SMS, or stronger options

Ensure the chosen system captures timestamps, IP addresses, and version history; confirm business associate agreements or other contractual terms when handling protected health or sensitive employee data.

Where to send and how the PIP is routed

A typical routing process moves the PIP from drafter to reviewer to signer and finally to the official HR file for retention.

Create: Draft the PIP and attach supporting evidence.
Review: HR and legal review for policy consistency.
Sign: Manager and employee sign electronically or on paper.
Archive: Store signed package in secure HR records.

Typical timelines and checkpoint expectations

Set clear dates for delivery, interim reviews, and final evaluation to avoid confusion and ensure consistent documentation.

Issue Timing:

Issue the PIP within 30 days of identifying performance concerns.

PIP Duration:

Common lengths are 30–90 days depending on role and objectives.

Review Checkpoints:

Schedule weekly or biweekly meetings to document progress.

Final Evaluation Date:

Set a specific end date for measuring outcomes.

Record Retention:

Move the signed package to the employee file promptly after closure.

Common mistakes to avoid when preparing a PIP Package

Using vague objectives or subjective language that makes progress measurement impossible and invites disputes.
Failing to attach dated evidence or examples that substantiate the performance concerns identified in the plan.
Skipping scheduled checkpoints or not documenting coaching sessions, which undermines claims of reasonable notice and opportunity.
Treating the PIP inconsistently across employees, creating potential discrimination or disparate treatment claims.

Risks and legal consequences of a poorly prepared PIP

Wrongful Termination Risk: Discrimination claims possible

Unemployment Claims: Increased likelihood of benefits awarded

Breach of Policy: Failure to follow internal procedures

Regulatory Exposure: Industry rules may apply

Reputational Harm: Negative employee relations

Recordkeeping Gaps: Evidence may be inadmissible

Comparing eSignature vendors for PIP electronic signing

Vendor pricing and feature availability affect per-document costs and administrative controls; signNow is listed first for direct comparison with common alternatives.

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

Real-world examples of PIP use and outcomes

Case examples illustrate how organizations document, track, and conclude PIP processes with clarity and consistency.

Optica Ventures (COO)

A small operations firm standardized PIPs to reduce ambiguity in managerial feedback and disciplinary steps

The interface was simple for managers
Standardized PIPs improved documentation consistency and reduced disputed performance terminations by creating a clear audit trail and consistent coaching records.

Fertility Centers of Illinois (Founder)

A healthcare practice used a structured package to align improvement steps with training and compliance obligations

HIPAA concerns required controlled PHI handling
The resulting process allowed managers to document remediation while preserving patient confidentiality through compliant workflows and secure recordkeeping.

Frequently asked questions about PIP Packages

Answers to common operational and legal questions about preparing, signing, and retaining Performance Improvement Plan Packages.

Need help? Contact support

Can a PIP be signed electronically?
Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Does an employee have to sign the PIP?
An employee should sign to acknowledge receipt; signature does not necessarily indicate agreement with content. Document attempts to obtain signature if the employee refuses and retain evidence of delivery.
How long should the PIP period be?
Common durations range from 30 to 90 days depending on role and nature of deficiencies. Choose a period that permits reasonable opportunity to improve and document interim progress.
What if an employee disputes the PIP?
Record the employee's written response, continue documented coaching, and involve HR or legal counsel if dispute escalates. Maintain all evidence and timestamps for potential review.
Who must sign the PIP?
At minimum the direct manager and the employee should sign; HR should also sign or timestamp the final document to confirm process compliance.
How to amend or revoke a PIP?
Amendments should be executed in writing with dated signatures from all parties. If revoking, document the reason and retain the revocation in the employee file to preserve auditability.

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