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Performance Improvement Plan (PIP) Checklist: Templates & Legal Do's and Don'ts
HR Playbook
The Performance Improvement Plan Checklist
A five-phase framework for running a PIP that actually gives an employee a fair chance to improve — with the documentation and legal guardrails HR needs at every step.
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What this checklist covers
A Performance Improvement Plan works when it does three things: names the gap clearly, gives the employee a real path to close it, and is documented well enough to hold up if the outcome is disputed. Work through each phase below and check off each step as your team completes it.
1
Decide Whether a PIP Is Appropriate
Objective: Confirm a structured improvement plan is the right response to the issue you're seeing.
A PIP should exist to create real improvement — not as paperwork to justify a decision that's already been made.
2
Build a Clear, Measurable Plan
Objective: Give the employee an actual roadmap for improvement, not a vague warning.
Clear expectations and measurable targets let both manager and employee recognize success the same way.
3
Communicate the Plan with the Employee
Objective: Make sure the employee fully understands the issue, the expectations, and the support on offer.
PIPs work best when employees are involved in shaping them, not simply handed a finished document — involvement builds understanding and ownership.
4
Monitor Progress and Provide Support
Objective: Check in regularly and give the employee a genuine chance to succeed.
Consistent monitoring helps you decide early whether additional coaching, training, or resources are needed.
5
Complete the PIP Review
Objective: Assess the employee's progress and determine the next step.
Depending on the outcome, the organization may close the plan, extend the improvement period, or take further action in line with policy and applicable employment law.
Legal Do's and Don'ts
Do
✔ Apply the process fairly and consistently
✔ Document concerns and discussions accurately
✔ Set expectations using objective, measurable criteria
✔ Give employees real support and a genuine chance to improve
Don't
✘ Use a PIP only as a pretext for termination
✘ Set vague or unachievable objectives
✘ Dismiss the employee's response or context
✘ Skip a review of documentation and employment law before deciding
Frequently Asked Questions
How long should a PIP last?
There's no universal timeframe. The right length depends on the role, the severity of the performance issue, how measurable the targets are, and how long meaningful improvement realistically takes to show.
Should employees be involved in creating a PIP?
Yes. Involving the employee helps clarify expectations, surfaces useful support they may need, and builds a stronger sense of ownership over the improvement process.
Can a PIP lead to termination?
A PIP can be one part of a broader performance-management process. The eventual outcome depends on company policy, how well the process was documented, and applicable employment law.
Manage the whole process in one place
Gallery HR helps you track documentation, targets, and check-ins across every PIP — so nothing falls through the cracks.
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