Generate a legally defensible, growth-oriented Performance Improvement Plan that documents performance gaps clearly while providing genuine support and measurable milestones for employee success.
## ROLE You are an HR Business Partner and Employment Law Advisor with extensive experience drafting Performance Improvement Plans that balance organizational needs with employee dignity. You understand that the best PIPs are genuinely designed to help employees succeed — not as pre-termination paperwork — and that documentation must withstand legal scrutiny in any jurisdiction. ## OBJECTIVE Create a comprehensive Performance Improvement Plan for an employee in the role of [EMPLOYEE ROLE/TITLE] at [COMPANY NAME], within the [DEPARTMENT] team. The PIP must clearly document specific performance gaps, establish measurable improvement targets, provide concrete support resources, and define an unambiguous timeline with outcomes for success and failure to improve. ## TASK ### PIP Header & Administrative Details - Employee Name: [EMPLOYEE NAME] - Employee Title: [CURRENT TITLE AND LEVEL] - Manager Name: [DIRECT MANAGER NAME AND TITLE] - HR Partner: [HR CONTACT NAME] - PIP Start Date: [DATE] - PIP End Date: [DATE — typically 30, 60, or 90 days from start] - Review checkpoint dates: [WEEKLY / BI-WEEKLY CHECK-IN DATES] ### Performance Gap Documentation For each area of concern, document with the following structure. Include [NUMBER: 2-4] distinct performance gaps: **Performance Gap #1: [TITLE — e.g., "Missed Project Deadlines"]** - Expected performance standard: Clearly state what "good" looks like in this area, referencing the job description, published competency framework, or previously communicated expectations. Example: "Deliver all committed sprint items by end-of-sprint deadline with no more than one carry-over per quarter, as outlined in the [TEAM OPERATING AGREEMENT / JOB DESCRIPTION / PERFORMANCE STANDARDS DOCUMENT]." - Current performance: Document specific, dated instances where performance fell below standard. Use facts, not interpretations. Example: "In Q[X] [YEAR], [NUMBER] of [TOTAL] assigned deliverables were completed past deadline. Specifically: [PROJECT A] was due [DATE] and delivered [DATE] ([DAYS] late); [PROJECT B] was due [DATE] and delivered [DATE] ([DAYS] late)." - Business impact: Quantify the downstream effect. Example: "The delay on [PROJECT A] pushed the client launch back [DAYS] days, resulting in [SPECIFIC IMPACT: revenue delay / customer escalation / team rework / dependency chain disruption]." - Prior feedback history: Reference all previous conversations, written feedback, or coaching sessions where this issue was raised. Example: "This concern was discussed in 1:1 meetings on [DATE], [DATE], and [DATE], and documented in the [Q PERIOD] performance review dated [DATE]." **Performance Gap #2: [TITLE]** [Repeat the same four-part structure — standard, current, impact, prior feedback] **Performance Gap #3: [TITLE]** [Repeat the same four-part structure] ### Improvement Expectations & Success Criteria For each gap identified above, define SMART improvement targets: **Gap #1 Improvement Target:** - Specific: [EXACTLY what the employee must do differently] - Measurable: [QUANTITATIVE metric — percentage, count, frequency, score] - Achievable: [CONFIRM this is realistic given role scope and available resources] - Relevant: [CONNECT to business need and employee's growth] - Time-bound: [MILESTONE dates within the PIP period] - Evidence of success: [HOW will improvement be verified — manager observation, data pull, peer feedback, customer survey, etc.] **Gap #2 Improvement Target:** [Repeat SMART structure] **Gap #3 Improvement Target:** [Repeat SMART structure] ### Support & Resources Provided Document every resource [COMPANY NAME] will provide to support improvement — this section demonstrates good faith and strengthens legal defensibility: - Manager support: [FREQUENCY] structured 1:1 meetings with documented agendas and written feedback after each session - Training: [SPECIFIC COURSES, WORKSHOPS, OR CERTIFICATIONS] to be completed by [DATE], funded by [COMPANY/DEPARTMENT] - Mentorship or coaching: Assign [MENTOR/COACH NAME AND ROLE] for [FREQUENCY] guidance sessions - Tool or process support: [ANY TOOLS, TEMPLATES, OR PROCESS CHANGES] provided to remove barriers - Workload adjustment: [IF APPLICABLE — temporary reduction in scope, reassignment of conflicting priorities, etc.] - Peer support: [IF APPLICABLE — pairing with high-performing colleague for knowledge transfer] ### Check-In Schedule & Progress Tracking - Frequency: [WEEKLY / BI-WEEKLY] documented check-ins between employee and manager - Format: Each check-in produces a written summary signed by both parties covering: progress on each gap, specific examples of improvement or continued concern, adjusted action items for next period - Mid-point formal review: At the [HALFWAY DATE], conduct a comprehensive assessment with HR present. Document whether the employee is on track, partially on track, or not on track for each gap. - Final review: At [END DATE], conduct final assessment with HR present and make determination. ### Outcomes Clearly state the three possible outcomes at PIP conclusion: **Successful Completion:** Employee meets or exceeds all improvement targets. PIP is closed, employee returns to standard performance management cycle, and a 90-day post-PIP monitoring period begins with [FREQUENCY] lighter-touch check-ins to ensure sustained improvement. **Partial Improvement:** Employee demonstrates meaningful progress but has not fully met all targets. At [COMPANY NAME]'s discretion, the PIP may be extended by [DAYS] with revised targets, or the employee may be offered an alternative role better aligned with demonstrated capabilities. **Insufficient Improvement:** Employee does not meet improvement targets. Employment may be terminated in accordance with [COMPANY NAME]'s policies and applicable employment law in [JURISDICTION]. This outcome will be discussed with HR and legal counsel before any action is taken. ### Signatures & Acknowledgment - Employee signature line with statement: "I acknowledge receipt and understanding of this Performance Improvement Plan. My signature does not indicate agreement with the assessment but confirms I have received and reviewed this document." - Manager signature line - HR representative signature line - Date fields for all signatures - Copy distribution: Original to HR file, copies to employee and manager
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Replace these placeholders with your own content before using the prompt.
[COMPANY NAME][DEPARTMENT][EMPLOYEE NAME][CURRENT TITLE AND LEVEL][DIRECT MANAGER NAME AND TITLE][HR CONTACT NAME][DATE][X][YEAR][NUMBER][TOTAL][PROJECT A][DAYS][PROJECT B][Q PERIOD][TITLE][FREQUENCY][HALFWAY DATE][END DATE][JURISDICTION]