How to Write a PIP

A Performance Improvement Plan (PIP) is one of the most important tools in any manager's toolkit. When done correctly, it clarifies expectations, documents concerns, and gives an employee a fair opportunity to succeed. When done poorly, it can damage morale, create legal risk, or escalate a situation unnecessarily.

This guide walks you through how to write an effective PIP, when to use one, and what to avoid.

What is a Performance Improvement Plan (PIP)?

A Performance Improvement Plan is a formal document outlining:

• The specific performance issues that need to be corrected

• The expectations moving forward

• A clear timeline for improvement

• The support and resources available to the employee

• The potential consequences if performance does not improve

A well-written PIP is not just a disciplinary document. It is a structured pathway designed to set the employee up for success while also protecting organizational interests through proper documentation.

When Should You Use a PIP?

While not every performance issue requires a formal PIP, they are most appropriate when:

• You've already had informal coaching conversations

• Expectations have been clarified but not met

• Performance issues are consistent, documented, and job-related

• You need a formal record of corrective action

• You want to provide the employee with a final opportunity to improve before pursuing further action

PIPs should never be used as a surprise, a punishment, or a tool to punish someone out without due process.

Why PIPs Matter

A well-structured PIP provides:

• Clarity: Removes ambiguity and gives employees a roadmap

• Fairness: Ensures the employee understands exactly what is expected

• Consistency: Helps managers enforce standards uniformly

• Documentation: Reduces legal risk and protects the organization

• Opportunity: Allows employees to improve and potentially thrive

How to Write a PIP (Step by Step)

1. Start with the Purpose

Begin by explaining why the PIP exists. This should include:

• Commitment to employee success

• Need for improvement in specific areas

• The collaborative nature of the process

Example: “This Performance Improvement Plan outlines the gaps between current performance and job expectations, and provides a structured opportunity for improvement with the support of your manager.”

2. Clearly Identify Performance Concerns

Be factual, objective, and specific. Avoid vague language.

Include:

• Dates or time periods

• Quantifiable metrics

• Examples of how performance fell short

Strong example: “Between September and November, customer tickets assigned to you were closed an average of 6 days after receipt, compared to the department SLA of 48 hours.”

Weak example: “You are too slow responding to customers.”

3. Align Issues to Job Expectations

Tie concerns to the employee’s job description, competencies, or company policies.

This ensures the PIP is:

• Job-related

• Relevant

• Legally defensible

4. Set SMART Performance Goals

Effective PIP goals must be:

• Specific

• Measurable

• Achievable

• Relevant

• Time-bound

Example of a strong PIP goal: “Achieve a ticket response time average of under 48 hours for all assigned cases over the next 30 days.”

5. Outline the Support the Company Will Provide

Employees must have a fair chance to improve.

Support may include:

• Weekly check-ins

• Training or shadowing

• Updated workflows

• Tools or resources

• Clarification of priorities

Documenting support reduces risk and increases fairness.

6. Establish a Clear Timeline

Most PIPs last 30, 45, or 60 days depending on the role and complexity of expectations.

Include:

• Start date

• End date

• Check-in dates

• When progress will be reviewed formally

7. Describe What Successful Improvement Looks Like

Make the criteria clear and objective.

Employees should be able to read the PIP and understand exactly what they must do to pass.

8. Explain Possible Outcomes

Typical outcomes include:

• Successful completion and removal of PIP

• Extension of the PIP timeline

• Reassignment or transfer (if applicable)

• Further disciplinary action

• Termination

Clear expectations help maintain transparency.

Common Mistakes to Avoid When Writing a PIP

• Being vague or subjective (“poor attitude,” “not a team player”)

• Failing to document prior coaching

• Setting unrealistic or unclear goals

• Using a PIP as a surprise or punishment

• Skipping regular check-ins

• Failing to provide support or resources

A poorly written PIP can feel punitive and undermine trust. A strong one builds clarity and alignment.