Can a PIP be signed electronically?

Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are demonstrable; maintain an audit trail.

Is a PIP legally required before termination?

Not generally. Many employers use PIPs as best practice. Certain collective bargaining agreements, employment contracts, or public-sector rules may require progressive steps before termination.

Should employees sign to acknowledge receipt?

Yes. A signature documents that the employee received and reviewed the PIP. Acknowledge receipt does not always indicate agreement with contents but records that discussion occurred.

Are PIPs discoverable in litigation?

Yes. PIPs and related documentation can be discoverable evidence in employment disputes; store copies securely and follow retention policies.

How do I correct an error after signing?

Issue an amended PIP or add an addendum signed by all parties describing the correction; preserve both the original and the amendment for auditability.

When should I involve legal counsel?

Consult counsel before using a PIP in cases involving protected classes, potential retaliation claims, or where termination appears likely to ensure compliance with applicable laws.

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Performance Improvement Plan

Performance Improvement Plan

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

What a Performance Improvement Plan Is and When It's Used

A Performance Improvement Plan (PIP) is a formal, written tool employers use to document performance issues, set measurable expectations, and outline a timebound path for an employee to meet required standards. A PIP typically includes specific performance gaps, measurable goals, required actions, available support, and consequences for not meeting objectives. Organizations use PIPs to clarify expectations, create evidence of progressive discipline when needed, and provide a structured opportunity for remediation before more severe HR actions. PIPs should be clear, consistent with company policy, and applied in a nondiscriminatory manner.

Why a Clear PIP Matters for Employers and Employees

A well-drafted PIP reduces ambiguity, documents employer efforts to assist improvement, and helps limit legal exposure by showing a defined remediation process. For employees, it clarifies performance gaps and resources available to meet expectations while establishing objective milestones for assessment.

Who Prepares and Reviews Performance Improvement Plans

Clear role assignment reduces confusion and ensures each party understands responsibilities for monitoring, documenting, and escalating issues.

HR managers and HR business partners who ensure policy alignment and recordkeeping, and provide coaching resources and documentation support.
Line managers who draft measurable objectives, track progress, deliver feedback, and conduct status meetings with the employee.
Legal or compliance advisors for higher-risk cases to confirm nondiscriminatory application and to advise on potential separation procedures.

Typical Signatories and Stakeholders

HR Manager

An HR Manager typically drafts the PIP with input from the manager, explains the process to the employee, schedules follow-up checkpoints, and retains records in the employee file for retention compliance and potential future review.

Direct Manager

The Direct Manager sets measurable goals, documents performance at each checkpoint, coaches the employee through required actions, and provides formal assessments at the PIP's conclusion to determine next steps.

Core Elements to Include in Every Professional PIP

Include consistent, measurable, and timebound elements so progress can be objectively assessed and documented.

Performance Issues

Concise, factual statements describing specific behaviors, missed targets, or incidents with dates and examples to avoid vagueness or subjective language.

Measurable Goals

Clear, quantifiable targets (for example: call handling time, sales quota, project delivery milestones) with criteria for success and acceptable tolerances.

Action Steps

Concrete actions the employee must take, plus employer-provided support such as training, coaching sessions, or schedule adjustments.

Timeframe

A defined improvement period (for example, 30, 60, or 90 days) with scheduled checkpoints and a final review date.

Consequences

Explicit description of outcomes if objectives are not met, including potential disciplinary measures up to termination where applicable.

Documentation

Signatures, dates, meeting notes, and evidence of follow-up to create an auditable record supporting consistent application.

Step-by-Step: Creating and Issuing a PIP

Follow a standard sequence to ensure fairness, documentation, and compliance with internal policies and applicable law.

01

Document Concerns: Record specific incidents and metrics that show the performance gap.
02

Draft PIP: Define goals, support, timeframe, checkpoints, and consequences in a written plan.
03

Meet with Employee: Review the PIP in person or virtually and obtain acknowledgement of receipt.
04

Monitor and Document: Conduct scheduled check-ins, record progress, and adjust support if needed.

How to Set Up a Digital PIP Workflow

Configure templates and routing to standardize issuance, approvals, and secure storage across the organization.

Field	Configuration
Template	Create reusable PIP template with locked policy sections.
Signing Order	Specify manager, HR, and employee signers in sequence.
Authentication	Choose email link, SMS code, or stronger verification for sensitive cases.
Notifications	Enable automatic reminders and checkpoint alerts for managers and employees.

Where to Send and How to Route a Completed PIP

Define destinations for copies and set retention actions so every stakeholder receives the right version at the right time.

Employee Copy: Provide the signed plan to the employee for their records.
HR File: Store an official copy in the confidential personnel record.
Manager Records: Manager retains meeting notes and progress logs.
Legal/Compliance: Forward cases with potential separation risk to legal counsel.

Technical Considerations for Digital PIP Distribution

Ensure the system meets legal and security requirements appropriate to your industry, supports audit logs, and provides controlled access and long-term exportability.

File Formats: PDF, DOCX supported
Integrations: HRIS and storage connectors
Authentication: Email, SMS, or SSO

Typical Timelines and Checkpoints in a PIP

Establish clear dates for the start, interim reviews, and final assessment so expectations are unambiguous and measurable.

Issuance Date:

Date the PIP is presented and the improvement period begins.

Checkpoint One:

Initial review, usually 10–14 days from issuance.

Checkpoint Two:

Midpoint review (for example day 30 or 45) to evaluate progress.

Final Review:

Conclude at end of period (for example 60 or 90 days) to determine next steps.

Appeal Period:

Specify any internal appeal or rebuttal window and how to submit it.

Common Mistakes to Avoid When Preparing a PIP

Using vague goals that cannot be objectively measured, leading to disputes.
Failing to document coaching and support, which weakens the remediation record.
Applying inconsistent standards across employees, which may create discrimination claims.
Rushing to termination without following the documented PIP process and checkpoints.

Key Risks and Consequences of an Improperly Managed PIP

Wrongful Termination Risk: Increased exposure to legal claims

Discrimination Claims: Uneven application can trigger litigation

Unclear Documentation: Reduces defense strength in disputes

Breach of Policy: Noncompliance with internal rules

Employee Relations: Lowered morale and retention risk

Regulatory Exposure: Industry-specific compliance issues

Real-World Examples of Digital PIP Use

Organizations using digital signing and templated workflows report clearer communication and more reliable documentation of remediation efforts.

Optica Ventures LLC

Optica standardized PIP templates for remote teams to ensure consistent expectations.

Implementation improved manager-to-employee clarity during reviews.
Brian Fitzgibbons, COO, noted the interface is simple and easy-to-use for their team and customers, helping maintain clear records across distributed staff.

Martin Properties

A real-estate firm moved PIP issuance online to reduce administrative lag.

Faster delivery enabled timely checkpoints with affected staff.
Tim Martin, Founder, reported processing and executing documents online with full compliance and security whether on mobile or offline.

Comparing eSignature Options for Managing PIPs

Select an eSignature vendor that supports audit trails, secure storage, and integrations with HR systems. The table compares basic pricing and key features across common providers.

	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 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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Performance Improvement Plans

Answers to common questions about drafting, signing, and storing PIPs to reduce ambiguity and improve compliance.

Need help? Contact support

Can a PIP be signed electronically?
Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are demonstrable; maintain an audit trail.
Is a PIP legally required before termination?
Not generally. Many employers use PIPs as best practice. Certain collective bargaining agreements, employment contracts, or public-sector rules may require progressive steps before termination.
Should employees sign to acknowledge receipt?
Yes. A signature documents that the employee received and reviewed the PIP. Acknowledge receipt does not always indicate agreement with contents but records that discussion occurred.
Are PIPs discoverable in litigation?
Yes. PIPs and related documentation can be discoverable evidence in employment disputes; store copies securely and follow retention policies.
How do I correct an error after signing?
Issue an amended PIP or add an addendum signed by all parties describing the correction; preserve both the original and the amendment for auditability.
When should I involve legal counsel?
Consult counsel before using a PIP in cases involving protected classes, potential retaliation claims, or where termination appears likely to ensure compliance with applicable laws.

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