Performance
Performance Improvement Plan (PIP) Email Template
Formally outline a performance improvement plan with specific goals, timelines, and support measures.
When to use this template
An employee's performance has fallen below expectations despite prior feedback, and you need to formally document a structured improvement plan with clear objectives, a timeline, and consequences.
Example subject line
Performance Improvement Plan — 60-Day Goals and Support Plan Effective April 1
Tips for writing this email
- State the specific performance deficiencies with concrete examples and data — such as "missed 4 of 6 project deadlines in Q1" — rather than subjective assessments.
- Define measurable improvement goals with a clear timeline, typically 30, 60, or 90 days, and specify how progress will be evaluated.
- Outline the support the company will provide — additional training, weekly check-ins with the manager, mentoring, or reduced workload — to demonstrate good faith.
- Clearly state the consequences if the improvement targets are not met, including potential reassignment, demotion, or termination of employment.
What to avoid
- Do not issue a PIP without prior verbal and written feedback — it should never be the first time the employee hears about performance concerns.
- Avoid setting goals that are impossible to achieve within the timeline — the plan should be a genuine opportunity for improvement, not a setup for failure.
- Do not use emotional or judgmental language — stick to documented facts, specific metrics, and objective performance standards.
- Avoid skipping legal and HR review of the PIP document — an improperly written plan can expose the company to wrongful termination claims.
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Generate This EmailFrequently Asked Questions
How long should a performance improvement plan last?
Most PIPs run for 30, 60, or 90 days depending on the severity of the issues and the complexity of the role. The timeline should be realistic enough for the employee to demonstrate genuine improvement.
Is a PIP always a precursor to termination?
No. A well-designed PIP is a genuine opportunity for improvement with defined support. However, it also creates the documentation needed if termination becomes necessary, which is why HR and legal review is important.
What support should the company provide during a PIP?
Weekly check-ins with the manager, access to relevant training or mentoring, clear examples of what successful performance looks like, and reduced workload if needed to focus on the improvement areas.
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