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Free performance improvement plan (PIP) template (Word)

Reviewed by Clausery editors · · 3 min read

A formal HR document outlining specific performance gaps, measurable improvement goals, support/resources provided, a review timeline, and consequences if improvement is not achieved.

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A performance improvement plan (PIP) is a structured HR tool giving an underperforming employee a clear period (often 30/60/90 days) to meet specific, measurable goals, with management support, before further disciplinary action (including termination) is taken.

A well-crafted PIP is specific (what needs to improve, by how much, by when), fair, gives the employee a genuine chance to succeed, and protects the company if termination becomes necessary. Vague PIPs can create wrongful-termination risk.

What to include#

  • Employee and role. Employee name, role/title, manager, department, PIP start date, PIP duration (e.g. 60 days) and final review date.
  • Performance gaps. Specific, factual description of performance issues (missed targets, behaviour, quality issues) with dates and examples — not opinions.
  • Improvement goals. Measurable, specific objectives the employee must meet (e.g. 'maintain 95% QA score for 4 consecutive weeks', 'close 8 tickets per week') with interim milestones.
  • Support and resources. What management will provide: training, mentoring, weekly check-ins, tools, adjusted workload; employee commitment to engage.
  • Consequences and review. Schedule of check-ins (e.g. weekly), what happens if goals are met (PIP closes) vs not met (further discipline up to termination); employee acknowledgment signature.

How to fill it in#

  1. Step 1: Be specific about the gaps

    Cite objective metrics, dates, and examples; avoid personality judgments ('bad attitude').

  2. Step 2: Set measurable goals

    Make goals specific and achievable — SMART (specific, measurable, achievable, relevant, time-bound).

  3. Step 3: Provide genuine support

    Training, mentorship, or reduced workload; a PIP without support looks pretextual.

  4. Step 4: Schedule regular check-ins

    Weekly or bi-weekly to track progress, document results, and course-correct early.

  5. Step 5: Meet at the end

    At PIP end, hold a meeting to confirm improvement (close the PIP) or discuss consequences (demotion, termination). Document everything.

Employee warning letter

Often precedes a PIP as a first formal step.

Employment termination letter

Used if PIP does not succeed.

Severance agreement

Sometimes offered in connection with a termination.

Employment agreement

Base employment terms.

Free HR letter templates

Full HR/employee template set.

Questions

How long should a PIP last?

30, 60 or 90 days is typical; long enough for the employee to demonstrate improvement but not drawn out.

Is a PIP just a precursor to firing?

It should not be. A fair PIP gives a genuine chance to improve and closes successfully for many employees. Courts look at whether support was provided.

Do I need a lawyer/HR review?

Have HR and possibly employment counsel review before issuing, especially for protected-class employees or long-tenured staff.

Can the employee respond?

Let the employee respond in writing and include their comments; signatures confirm receipt, not necessarily agreement.

Can the employee resign during a PIP?

Yes — employees sometimes resign during a PIP; severance may or may not be offered.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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