Can this review be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for HR documents unless a specific exception applies. Ensure signer intent, consent to electronic records, attribution, and reliable record retention to meet the four ESIGN validity tests.

What if the employee refuses to sign?

Document the refusal, include the manager’s summary, and obtain a witness signature if possible. A refusal does not negate the facts documented; maintain the record and follow internal disciplinary or appeal procedures.

Is notarization required for PIP Reviews?

Not typically. PIP Reviews are internal HR records and do not usually require notarization. If a jurisdiction or specific policy requires notarization, follow state notary rules and RON requirements where applicable.

How long must we keep the Review?

Keep the review during employment and for several years after separation—commonly 3–7 years. If the record contains PHI, retain for six years per 45 CFR §164.530(j). Consult state rules for longer requirements.

What are the minimal authentication options?

For routine reviews, email link with unique access is common. For sensitive records, use SMS codes, SSO, or multi-factor authentication to strengthen signer attribution and reduce risk.

How do I correct or revise a completed Review?

Create an addendum or corrected Review that references the original, record the reason for change, obtain signatures from the same parties, and preserve both versions in the personnel file for auditability.

Electronic Signature
Templates
HR
Performance Improvement Plan Review

Performance Improvement Plan Review

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

PERFORMANCE IMPROVEMENT PLAN REVIEW

Personal Information

Full Name Home Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Date Hired:

Current Base Salary

Employment History

Provide the two most recent prior positions held by the employee (if applicable). This information will be used for contextual review of performance trends.

Previous Employer 1 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving Previous Employer 2 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Provide three professional references who can speak to the employee's work performance and conduct.

Reference 1 — Name

Phone:

Email:

Relationship Reference 2 — Name

Phone:

Email:

Relationship Reference 3 — Name

Phone:

Email:

Relationship

Performance Improvement Plan — Summary

Record of the original Performance Improvement Plan (PIP) objectives, specific performance deficiencies, and the measurement criteria established in the PIP.

Performance Issues Identified PIP Objectives (listed and measurable)

Original PIP Effective Date:

Original PIP Duration (weeks):

Review Criteria (how success is measured)

Review Meeting Details

Review Meeting Date:

Location/Mode:

Attendees Summary of Discussion Specific Examples / Evidence Reviewed

Progress Assessment (check all that apply and provide explanation below)

Objectives met Partially met Not met

Assessment Explanation

Performance Goals — Reviewed

List up to three PIP goals reviewed during this meeting with outcomes and evidence.

Goal 1 — Title Expected Standard Evidence Observed Goal 2 — Title Expected Standard Evidence Observed Goal 3 — Title Expected Standard Evidence Observed

Manager Feedback & Additional Support

Manager Comments Support/Training Provided

Follow-up Actions:

Next Review Date:

Outcome Determination

Select the outcome determined by the review meeting and provide any effective dates or next steps required by HR policy and practice.

Improvement sustained — no further action required PIP extended Role change / reassignment Termination of employment

If extended, new PIP end date:

If termination, effective date:

Additional Outcome Notes

Legal and Administrative Notices

At-Will Employment: Employment remains at-will unless expressly modified in writing by an authorized representative of the company. Nothing in this document constitutes a contract guaranteeing continued employment for any specified period.

Equal Employment Opportunity: The company provides equal employment opportunity and does not discriminate on any legally protected basis. All PIP decisions and outcomes are subject to applicable non-discrimination laws and internal policy review.

Confidentiality and Record Retention: This review and any accompanying documentation are maintained in the employee's official personnel file. Access is restricted to authorized HR and supervisory personnel. Unauthorized disclosure may result in disciplinary action.

Consequences of Failure to Meet Objectives: Failure to achieve the documented objectives within the timeframes set forth may result in further corrective action up to and including termination, consistent with company policy and applicable law.

Employee Acknowledgement & Authorization

By signing below, the employee acknowledges receipt of the PIP review, understands the outcomes and consequences, and authorizes the company to contact previous employers and references as may be necessary for employment administration and verification.

Employee Comments (optional)

Employee — Printed Name:

By:

Date:

Manager — Printed Name:

By:

Date:

What the Performance Improvement Plan Review Is

A Performance Improvement Plan Review documents an employee's progress against specific performance objectives set in a Performance Improvement Plan (PIP). It records observations, completed actions, coaching notes, objective evidence, and the reviewer’s evaluation at defined checkpoints. The Review serves as an audit-quality record for HR decisions, supports consistent performance management, and creates a documented trail if further disciplinary action or termination becomes necessary.

Why a Structured Review Matters

A formal PIP Review reduces legal risk, clarifies expectations for the employee, and creates a defensible record for HR. It helps managers make objective decisions, supports reasonable accommodations, and provides documentation required for separation, promotion, or training outcomes.

Who typically completes and signs this Review

Human resources, the employee’s manager, and sometimes a second‑level reviewer or HR business partner jointly complete and retain the review.

Manager: Prepares observations, documents coaching, and confirms objective measures and deadlines for improvement.
HR Representative: Ensures policy compliance, documents accommodations, and maintains the personnel file per retention rules.
Employee: Acknowledges receipt, provides written responses, and signs to confirm understanding of expectations.

Final signatures should align with your internal approval workflow and any applicable collective bargaining agreement or state law.

Step-by-step: completing a PIP Review

Follow a clear sequence to ensure completeness and legal defensibility: prepare, document, review with the employee, and file.

01

Prepare: Collect PIP, prior reviews, objective evidence, and attendance records.
02

Document: Record observations, metric values, and any coaching or accommodations.
03

Review Meeting: Discuss findings with the employee and allow a written response.
04

Finalize: Obtain required signatures and store the final review in the HR record.

How to configure the online review workflow

Set fields, reviewers, and routing rules before distribution to avoid delays and ensure consistent audit trails.

Field	Configuration
Reviewer Role	Assign Manager, HR, and Optional Second Reviewer
Routing Order	Sequential routing: Manager > HR > Employee
Authentication	Use email link or stronger MFA for sensitive records
Retention Tag	Apply document type and retention policy metadata

Where to send or file the completed Review

Use a clear destination and access controls so the review is preserved in personnel records and accessible to permitted parties.

HR File: Final signed review should be filed in the employee’s official personnel record.
Employee Copy: Provide the employee a signed copy (PDF) for their records.
Manager File: Manager retains a working copy for coaching and follow-up notes.
Legal Hold: If litigation is possible, notify legal and apply a litigation hold to prevent deletion.

Delivery options and technical considerations

Choose delivery channels that balance ease of signing with required authentication and auditability.

Email Link: Simple distribution for low-risk records and guest signing.
Authenticated Signer: Use SMS code, SSO, or KBA for higher assurance or sensitive personnel files.
Audit Trail: Ensure the platform records timestamps, IP, and signer attribution.

Integrations with HRIS, document management, and storage systems reduce manual filing and preserve metadata for audits.

Typical timing and deadlines for a PIP Review

Set explicit dates for review checkpoints and final evaluation to avoid ambiguity and ensure compliance with company policy.

PIP Start Date:

Date PIP becomes effective; anchors subsequent deadlines.

Midpoint Check:

Scheduled progress meeting halfway through the PIP period.

Final Review Deadline:

Date by which final evaluation and outcome are recorded.

Employee Response Window:

Time allowed for an employee to submit written comments.

Appeal Period:

If policy allows, windows for internal appeal or grievance.

Key milestones in the PIP lifecycle

Track milestones in sequence so managers and HR act consistently at each stage of the PIP process.

01

Issue PIP

Manager delivers the PIP and documents objectives and start date.

02

Midpoint Review

Assess progress, adjust coaching, and document evidence.

03

Final Evaluation

Determine whether objectives were met and record decision.

04

Outcome Action

Implement next steps: close PIP, extend, or proceed with separation.

Core elements every professional PIP Review should include

A structured Review includes objective measures, factual observations, employee input, reviewer conclusions, signatures, and next steps to ensure clarity and defensibility.

Performance Metrics

Quantified measures tied to the PIP goals—sales figures, error rates, productivity metrics—so progress is objectively evaluated and reproducible.

Coaching Records

Document dates and content of coaching sessions, training provided, and resources offered to give context to performance outcomes.

Employee Comments

Record the employee’s written response or explanation to ensure their perspective is preserved alongside management observations.

Evidence Attachments

Link or attach supporting documents such as reports, emails, or work samples that substantiate the review findings.

Reviewer Conclusions

Clear statement of whether objectives were met, partially met, or unmet, and the rationale backing that determination.

Next Steps

Specify follow-up actions, timeline, training, or separation procedures so expectations and obligations are unambiguous.

Required fields and security metadata

Names and IDs: Employee and reviewer identifiers

Dates: PIP start, review, and signature dates

Objective Metrics: Numeric or measurable targets

Supporting Files: Attachments and evidence references

Audit Trail: Timestamp, IP, authentication method

Retention Tag: Document type and retention policy

Risks and consequences of an incomplete or incorrect Review

Legal Claims: Wrongful termination or discrimination

Regulatory Exposure: Privacy breaches under HIPAA or state law

Unemployment Liability: Increased risk of contested benefits

Collective Bargaining: Grievances under union agreements

Reputational Harm: Managerial inconsistency or bias

Record Gaps: Weakened defense in litigation

Common mistakes to avoid when preparing a Review

Using vague language or subjective labels instead of measurable criteria, which undermines objectivity and legal defensibility.
Failing to attach or reference supporting evidence, leaving conclusions unsubstantiated and open to dispute.
Missing signatures or dates, which can invalidate the timing of actions and affect appeals or unemployment claims.
Not following the employer’s established routing and retention procedures, causing inconsistent records and compliance gaps.

eSignature vendor comparison for PIP Review workflows

Compare primary pricing and capability differences relevant to signing, audit trails, bulk distribution, and HIPAA support when selecting an eSignature provider.

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

Frequently asked questions and quick solutions

Answers to common issues when completing, signing, or storing a Performance Improvement Plan Review.

Need help? Contact support

Can this review be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for HR documents unless a specific exception applies. Ensure signer intent, consent to electronic records, attribution, and reliable record retention to meet the four ESIGN validity tests.
What if the employee refuses to sign?
Document the refusal, include the manager’s summary, and obtain a witness signature if possible. A refusal does not negate the facts documented; maintain the record and follow internal disciplinary or appeal procedures.
Is notarization required for PIP Reviews?
Not typically. PIP Reviews are internal HR records and do not usually require notarization. If a jurisdiction or specific policy requires notarization, follow state notary rules and RON requirements where applicable.
How long must we keep the Review?
Keep the review during employment and for several years after separation—commonly 3–7 years. If the record contains PHI, retain for six years per 45 CFR §164.530(j). Consult state rules for longer requirements.
What are the minimal authentication options?
For routine reviews, email link with unique access is common. For sensitive records, use SMS codes, SSO, or multi-factor authentication to strengthen signer attribution and reduce risk.
How do I correct or revise a completed Review?
Create an addendum or corrected Review that references the original, record the reason for change, obtain signatures from the same parties, and preserve both versions in the personnel file for auditability.

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