Can a PIP Update be signed electronically?

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

Does the employee have to sign the update?

Employee acknowledgment is recommended. If an employee refuses to sign, document the refusal and have a witness or HR sign to confirm delivery and review of the update.

Are notarization or witnesses required?

Not typically for PIP Updates. Notarization is not standard for internal performance records; include only if company policy or jurisdictional rule specifically requires it.

How long must we keep PIP Updates?

Retain throughout employment and commonly for at least three years after termination; longer retention may apply for healthcare or tax-related matters per federal rules.

Can updates be used in termination decisions?

Yes. Well-documented PIP Updates showing progressive steps, coaching, and measurable outcomes support defensible termination decisions.

What if the PIP Update contains health information?

If the update includes protected health information, follow HIPAA rules: limit access, obtain appropriate authorizations, and retain records for six years under 45 CFR §164.530(j).

Electronic Signature
Templates
HR
Performance Improvement Plan Update

Performance Improvement Plan Update

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

Performance Improvement Plan Update

Employee Information

Full Legal Name Employee ID Address

Phone

Email

Position Information

Job Title Department Direct Manager

Hire Date:

Work Location:

Original Performance Improvement Plan

Original PIP Start Date Original PIP End Date Reason for Initial PIP Original Objectives and Measurable Targets

Update Summary

Update Date:

Review Period

Summary of Progress to Date Current Deficiencies or Ongoing Concerns Manager / HR Support Provided (training, coaching, resources) Updated Objectives and Measurable Targets Specific Performance Metrics and Measurement Method

Status and Next Steps

Status (check all that apply) On track — meeting updated targets
At risk — partial progress, additional support required
Unsatisfactory — insufficient progress, potential disciplinary action
Completed — objectives met and PIP closed
Extended — additional time approved; New End Date:

Consequences and Next Review

Training and Development Record

Training / Coaching 1 — Date Description

Completed

Training / Coaching 2 — Date Description

Completed

Training / Coaching 3 — Date Description

Completed

Employee Background (required)

Employment History — Employer 1

Company Name Title / Role

Key Responsibilities Reason for Leaving

Employment History — Employer 2

Company Name Title / Role

Key Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References (3)

Reference 1 — Name Reference 2 — Name Reference 3 — Name

Legal Disclosures and Notices

At-Will Employment: Nothing in this Performance Improvement Plan Update constitutes a contract of employment or an amendment to any existing employment agreement. Employment remains at-will and may be terminated by either party at any time, with or without cause, subject to applicable law.

Equal Employment Opportunity: The employer provides equal opportunity in all employment actions and takes no adverse action on the basis of protected characteristics. This Plan is intended to address job performance and is administered in a nondiscriminatory manner.

Confidentiality: All parties shall treat the contents of this Plan and related discussions as confidential and disclose such information only to those with a legitimate business need to know, except as required by law.

Investigation and Verification: The employer may verify information provided and make such inquiries as necessary to evaluate performance and compliance with this Plan.

Employee Certifications and Authorizations

I certify that the information provided in this Performance Improvement Plan Update is true and complete to the best of my knowledge. I understand that falsification or omission of material facts may result in disciplinary action up to and including termination.

I authorize the employer to contact previous employers, references, and other sources for purposes of verifying employment history or other facts relevant to this Plan.

I certify and acknowledge the statements above.

Manager Comments and Next Review

Manager Comments Next Review Date

Employee:

By:

Date:

Manager / HR Representative:

By:

Date:

What a Performance Improvement Plan Update Is

A Performance Improvement Plan Update (PIP Update) records progress, revised expectations, and next steps after an initial performance improvement plan is in place. It documents completed actions, any changes to performance targets, coaching or training provided, and a revised timeline for meeting standards. The update creates a clear, dated record that managers and employees can rely on during later reviews, disciplinary decisions, or appeals. For HR teams the PIP Update helps maintain consistent treatment, supports progressive discipline policies, and preserves evidence of remediation efforts.

Why the PIP Update Matters for Employers and Employees

A PIP Update clarifies expectations, preserves a timeline of interventions, and documents outcomes to reduce disputes. It supports fair, consistent performance management and creates a record that can be relied on for internal decisions or regulatory review.

Who Typically Completes and Reviews a PIP Update

HR managers, direct supervisors, and sometimes employee relations specialists prepare or approve PIP Updates to ensure compliance with internal policies.

Supervisors and managers prepare progress notes and recommend next steps after coaching sessions.
Human resources reviews updates for policy consistency and retention under employee records rules.
Employee relations or legal teams review high-risk or escalated matters for legal exposure.

Include the employee in the update process when feasible so the record reflects mutual understanding and any employee-provided context.

Step-by-Step: Completing a PIP Update

Follow a concise, documented sequence so updates are consistent and auditable across cases.

01

Collect Evidence: Assemble performance metrics and coaching notes.
02

Draft Update: Describe progress, barriers, and changes to targets.
03

Review with HR: Ensure policy alignment and legal risk review.
04

Sign and Record: Get signatures and save to the employee file.

Essential Elements to Include in Every PIP Update

A professional PIP Update is concise, dated, measurable, and signed. Include the following components so the document provides a clear record for future reference.

Identification

Employee name, ID, role, and supervisor so the record is unambiguous and searchable.

Context

Summary of prior PIP items, coaching sessions, and any mitigating circumstances affecting performance.

Progress Metrics

Quantitative measures tied to the original PIP objectives and the employee's current performance.

Revised Expectations

Specific new targets or retained original targets if unchanged, with measurable criteria and deadlines.

Support Actions

Training, mentoring, schedule changes, or accommodations provided to help the employee meet targets.

Signatures

Employee and supervisor signatures, plus HR acknowledgment, with dates to confirm mutual receipt.

Typical Routing and Approval Flow for a PIP Update

A standard routing sequence keeps responsibility clear and timestamps each review step for audit purposes.

Prepare: Supervisor drafts the update with supporting data.
HR Review: HR verifies policy and retention requirements.
Employee Acknowledgment: Employee reviews and signs or provides written response.
File: Document saved to the official personnel record.

Configuring a Digital PIP Update Workflow

Set up a simple, repeatable workflow to route drafts, collect approvals, and store final documents securely.

Field	Configuration
Draft Owner	Supervisor creates and saves initial draft
Reviewer	HR assigned as mandatory approver
Signer Sequence	Supervisor -> Employee -> HR
Storage Location	Centralized HR document repository

Digital Submission and eSignature Considerations

Choose a platform that supports secure authentication, an audit trail, and retention controls appropriate to HR records.

Authentication: Email or SMS codes are typical for internal PIPs
Audit Trail: Capture timestamps, IP, and signer actions
Storage: Encrypted at rest with access controls

Ensure the chosen platform can meet legal and policy requirements such as ESIGN/UETA compliance and offers exportable records for audits.

Data and Security Elements to Record

Document Date: MM/DD/YYYY

Author: Supervisor name

Version: Version number or revision

Access Log: Who viewed or edited

Retention Tag: Retention policy code

Signature Audit: Signer identity record

Common Pitfalls When Preparing PIP Updates

Using vague performance language that lacks measurable criteria, which makes outcomes subjective and harder to enforce.
Failing to date entries or record version history, resulting in disputes about when changes or coaching occurred.
Neglecting to include evidence or quantitative measures, which reduces the update's credibility in appeals or reviews.
Not obtaining employee acknowledgment or signature, leaving the employer unable to prove the employee received or reviewed the update.

Risks of Incomplete or Incorrect PIP Updates

Disciplinary Appeal: Higher risk

Legal Exposure: Potential litigation

Regulatory Scrutiny: Industry penalties

Union Grievance: Contractual disputes

Operational Loss: Productivity drop

Reputational Harm: Internal morale

Timing Considerations and Typical Deadlines

Set clear review and follow-up dates to maintain momentum and produce an auditable timeline of performance interventions.

Immediate Documentation:

Document coaching within 48–72 hours of the event

Interim Review:

Schedule a progress review in 30 days or per policy

Formal Update:

Issue the PIP Update on the documented review date

Final Evaluation:

Complete final assessment by the end of the PIP timeline

Record Retention Start:

Retention begins on the update date

Key Milestones in an Updated PIP Timeline

Track milestones as numbered stages to show progress and ensure consistent follow-up across cases.

01

Stage One: Update Drafted

Supervisor compiles data and drafts the update.

02

Stage Two: HR Review

HR checks policy alignment and legal risks.

03

Stage Three: Employee Meeting

Supervisor and employee discuss the update.

04

Stage Four: Finalize and File

Signatures obtained and document stored in personnel file.

eSignature Vendor Price and Feature Comparison

Compare basic pricing and capabilities relevant to PIP Updates, such as HIPAA support, bulk send, and audit trail features. signNow is listed first per comparison conventions.

	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	Trial available	Trial available	Trial available	Trial available
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 About PIP Updates

Answers to common questions about drafting, signing, and storing Performance Improvement Plan Updates in U.S. workplaces.

Need help? Contact support

Can a PIP Update be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Does the employee have to sign the update?
Employee acknowledgment is recommended. If an employee refuses to sign, document the refusal and have a witness or HR sign to confirm delivery and review of the update.
Are notarization or witnesses required?
Not typically for PIP Updates. Notarization is not standard for internal performance records; include only if company policy or jurisdictional rule specifically requires it.
How long must we keep PIP Updates?
Retain throughout employment and commonly for at least three years after termination; longer retention may apply for healthcare or tax-related matters per federal rules.
Can updates be used in termination decisions?
Yes. Well-documented PIP Updates showing progressive steps, coaching, and measurable outcomes support defensible termination decisions.
What if the PIP Update contains health information?
If the update includes protected health information, follow HIPAA rules: limit access, obtain appropriate authorizations, and retain records for six years under 45 CFR §164.530(j).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now