Performance Review & PIP Templates
Select the situation you are in. Each card includes context and an example email template you can adapt.
Disclaimer: Empthrive content is for general guidance only and does not constitute or replace legal, financial, or health advice and must not be relied upon as such. Employment laws vary by country. For advice specific to your situation, please consult a qualified professional. Empthrive accepts no liability for any loss, damage, or adverse outcome arising from the use of our resources.
Each card below reflects a specific moment in the PIP process. Open the one that matches where you are right now, read the guidance, and use the example email template as a starting point.
Being told verbally that a PIP might be coming is not the same as being on one. Nothing is formal yet and that gives you time to prepare, ask questions, and understand what is happening before it becomes official.
At this stage your goal is to understand the situation better.
- Write down exactly what was said, when, and where the conversation took place
- Follow up with your manager by email the same day to get more details on the conversation
- Ask for a copy of the company performance management or PIP policy from the handbook
- Note whether this is the first time performance has been raised with you, or whether it follows previous documented conversations
- Do not sign or acknowledge anything formal until you have had a chance to review it properly
Hi [Manager's name], Thank you for taking the time to speak with me today. I wanted to follow up on our conversation from [date] where you mentioned that a performance plan could be a possible next step. I want to make sure I fully understand where things stand, so I have a few questions I'd like some clarity on. Could you help me understand the specific areas of concern so I know exactly what I need to focus on? Could you also share a copy of the company's performance management process or the relevant section from the employee handbook? I'd like to understand what the process looks like and what is expected. Is there anything I can do right now, before any formal process begins? I want to make sure I'm meeting expectations and set myself up for a successful outcome. I look forward to hearing from you. [Your name]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
Receiving the PIP document does not mean accepting everything in it. Every day on a PIP counts, so getting clarity quickly matters. Read it carefully before responding. Your reply is part of the official record and sets the tone for the whole process.
This is your opportunity to raise questions, flag anything that is unclear or missing, and show that you are taking this seriously and want to succeed.
- Are all targets SMART? If a target is not Specific, Measurable, Achievable, Relevant, and Time-bound, more information needs to be requested from your manager before the process begins
- Is the passing threshold defined? Does the document state whether you need to meet all targets or a minimum number to pass?
- Is the support being offered named, scheduled, and committed to?
- Is the timeline reasonable given your role and how your performance is normally measured?
- In the event you do not pass, have the next steps including any appeal process been explained?
- Does the document reflect what was discussed with you before it was issued?
Hi [Manager's name], Thank you for sharing the Performance Improvement Plan document dated [date]. I've reviewed it and wanted to follow up on a few points to make sure we are fully aligned before the process gets underway. Targets [List any targets that feel vague or that you can't see a clear way to measure. For example: "Target 2 references improving stakeholder communication but doesn't include a specific, measurable definition of what that looks like or how it will be tracked. Could you help clarify what success looks like here so I know exactly what I'm working towards?"] Passing threshold The document doesn't yet make it fully transparent what is needed to pass this PIP. Could you confirm the minimum number of targets that need to be met, and whether all targets carry equal weight? Getting this confirmed upfront will help me focus my efforts in the right areas. Support The support section mentions [coaching / training / other]. Could you confirm the specific dates, format, and frequency so we can get this scheduled before the process begins? Having this in place early would help me in my work and support me in achieving the set targets. Timeline [If relevant: "The proposed duration of [X weeks] may be quite tight given that my role is normally measured on [monthly / quarterly] cycles. I believe a slightly longer window would allow for a more complete and fair assessment of my progress, and I would welcome your thoughts on whether that could be considered."] Next steps if I don't pass It would also help me to understand what the process looks like if the targets are not met at the end of the PIP, including whether there is a formal appeal and what the timelines would be. My focus is on a successful outcome. Having these points clarified will help me focus on meeting the targets. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
If the tracker has not been shared, goals have shifted without your knowledge, or expectations do not match what was agreed, this needs to go on record today. Not next week, not at the next review.
Raising it quickly shows you are engaged and paying attention. Leaving it unaddressed makes it much harder to raise later.
- The tracker has not been shared with you or you don't have the option to update it yourself
- A target has changed or been added since the PIP was issued without your knowledge
- The passing threshold was never confirmed, or was only confirmed in vague terms
- Support that was committed to has not been arranged or delivered
- A review meeting summary was not sent to you after your last check-in
Hi [Manager's name], As I've been working through the PIP, a few things have come up that I think are important to flag: [Use the sections that apply and remove the rest] Tracker access I don't have access to the shared tracker yet. Please share access so I can update it as I progress. That way we're both looking at the same information. Goal or expectation change I noticed that [Target X] appears different from what was outlined when the PIP was issued on [date]. My understanding was that the original target was [describe]. Could you clarify what the current expectation is so I can make sure I'm working towards the correct goal? Passing threshold I want to make sure I understand what is required to pass the PIP. Could you confirm the minimum targets I need to meet and whether they carry the same weighting? That will help me focus my efforts. Support not yet in place The following support was included in the PIP document but hasn't yet been arranged: [list the specific items]. This support will help me progress against the targets. Could we schedule it for next week? Raising these points so we can work through them together. I want to succeed. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
A meeting without a written record is a meeting that only exists in memory, and memories differ. If your manager does not share a summary after your check-in, sending your own is a completely reasonable and professional thing to do. It shows you are engaged and creates an accurate record while things are fresh.
This also matters if your manager later shares inaccurate information about what was discussed, leaves out important updates, or the tracker ends up with entries that don't reflect what happened. Your email becomes the counter-record.
- Date, time, and who attended
- Progress noted against each target, including reports or data referenced
- Any positive feedback or progress your manager acknowledged, even if minor. If no positive feedback was given at all, note that too
- Any concerns raised and your response to them
- Actions agreed by either side, with any deadlines mentioned
- Any support discussed, requested, or committed to
- Your own honest view of where you stand
Hi [Manager's name], Thank you for meeting with me today. I wanted to share my notes from our conversation. Meeting details Date: [Date] Attendees: [Names] PIP week: [e.g. Week 3 of 8] Progress against targets Target 1 [Target name]: [Summary of what was discussed. Include any data, reports, or figures that came up. For example: "CRM report shows 42 outbound calls this week against the target of 40."] Target 2 [Target name]: [Summary.] Target 3 [Target name]: [Summary.] Positive feedback [Note anything your manager acknowledged as positive or on track. If no positive feedback was shared during the meeting, you can note that here too. For example: "No positive feedback was given during this meeting."] Concerns raised [If your manager raised any concerns, summarise them here along with your response.] Actions agreed [List any actions, with owner and deadline. For example: "Manager to arrange next coaching session by [date]. I will submit [output] by [date]."] Next focus [Optional: brief note outlining the actions planned for the coming week to progress against the targets.] Please add anything I may have missed. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
The final weeks are when a manager's assessment takes shape and when the outcome is most likely to be influenced by what is on paper. Employees who are on track sometimes still face an unexpected outcome. Keep doing the work, keep documenting it, and make your progress visible.
This is also the time to confirm that the final review is set up fairly, that you know the format, and that you will have the chance to share your progress properly.
- Compile a summary of your progress against each target using data, reports, and evidence where possible
- Make sure every piece of positive feedback you have received is on record
- Confirm the date and format of the final review in writing
- Ask for confirmation that you will have the chance to share and discuss your progress and achievements at the final review
- Ask whether there is anything specific you need to prepare or bring to the final review
- Keep sending written summaries after every meeting up until the end
Hi [Manager's name], As we head into the final three weeks of the plan, I'd like to share a brief update on progress and confirm a few points ahead of the final review. Progress summary Target 1 [Target name]: [Summarise with evidence. For example: "Outbound call volume has averaged 44 per week across the PIP period, against the target of 40. Full breakdown available from the CRM report."] Target 2 [Target name]: [Progress with evidence.] Target 3 [Target name]: [Progress with evidence.] I wanted to check that my understanding of the progress above aligns with your view as we move into the final three weeks of the plan. Ahead of the final review, I also wanted to confirm a few practical points: * the proposed date and format for the review * whether I will have the opportunity to walk through my progress and achievements * whether there is anything specific you would like me to prepare or bring Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
Sometimes, despite genuine effort, a PIP is just really hard. Targets can be stretching, timing can be difficult, and the support might not have been quite what was needed. That takes nothing away from the effort and commitment you brought to this process.
The next three weeks serve two purposes: giving yourself the best possible chance, and making sure your performance results and the full context of the process are properly documented whatever happens. If you would like to speak to someone about your experience and explore what the next steps in your career could look like, the Empthrive team is here. We are not legal advisers and cannot give legal advice, but we can listen and help you make sense of what happened. Visit us at www.empthrive.com
- Formally request any support that was committed to but not yet delivered
- Document every piece of work, effort, and output in your tracker, even where targets were not fully met
- Note any obstacles, blockers, or factors outside your control that have affected your performance
- Keep sending written summaries after every review meeting
- Consider seeking independent advice now rather than waiting for the outcome
Hi [Manager's name], With three weeks left in the PIP, I'm sharing a brief progress update and flagging a few points that may be important in the remaining weeks. Progress update Target 1 [Target name]: [Summary of actions taken, relevant evidence, and any context discussed.] Target 2 [Target name]: [Progress summary.] Target 3 [Target name]: [Progress summary.] A few factors came up during this period that may have affected progress: [For example: "The coaching sessions outlined in the PIP were not in place until Week 4, which reduced the time available to apply the development focus." Or: "Target 2 requires input from [team or system], which has not always been consistently available."] The following support may help over the remaining weeks: [List specific, practical requests. For example: "One additional coaching session before the final review." Or: "Clarity on what would count as satisfactory progress on Target 3 at this stage."] I'm raising these points now so we can look at them before the final review. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
The final week is about presenting your progress clearly, making sure the assessment is based on accurate and complete information, and ensuring the outcome is documented properly regardless of what it is.
Even employees who have met their targets can face unexpected outcomes. Sending a written summary of your evidence ahead of the final review means your case is on record before the meeting even starts.
- Prepare a concise written summary of your progress against each target with supporting evidence
- Include data, reports, and outputs for every target you are claiming as met
- After the final review, send a written summary of what was discussed
- If the number of targets makes a detailed email too long, consider attaching a summary document to the email instead
- Request written confirmation of the outcome after the review
Hi [Manager's name], Ahead of the final review on [date], I wanted to share a summary of my progress against the PIP targets. [Optional: "I've attached a full summary document with the details for each target."] Based on the progress below, my understanding is that the targets set out in the PIP have been met. Please let me know if you see anything different. Final progress summary Target 1 [Target name] Outcome: [Met] Evidence: [Specific evidence. For example: "Outbound call volume averaged 45 per week across the full PIP period against a target of 40 (112% of target). CRM report link."] Target 2 [Target name] Outcome: [Met] Evidence: [Evidence.] Target 3 [Target name] Outcome: [Met] Evidence: [Evidence.] I'm looking forward to discussing it in more detail at the final review. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
Not passing a PIP does not automatically mean the process was unfair. But it also does not mean it was fair. Whether the targets were reasonable, whether the support was genuine, and whether the process was followed correctly are all relevant questions and ones that may matter later.
The final week is about giving yourself the best possible chance at the review and making sure your full story is properly documented before the outcome is issued.
- Make sure everything you have done during the PIP period is documented in your tracker
- Note any support that was promised but not delivered and make sure it is on record
- Do not sign anything at the final review meeting. Ask for the written outcome first so you can take the time to review and fully understand what is being shared before responding
- Request the outcome in writing within a defined timeframe after the review
- Consider getting independent advice before the final meeting if dismissal feels like a real possibility
Hi [Manager's name], Ahead of the final review on [date], I wanted to share a summary of my progress and raise a few points to discuss. Progress summary Target 1 [Target name]: [Summary of actions taken and results achieved during the PIP period, including any relevant figures or context.] Target 2 [Target name]: [Progress summary.] Target 3 [Target name]: [Progress summary.] I wanted to note the following points that may be relevant to the final review: [Include what is relevant to your situation, for example:] * [Support outlined in the PIP that was delayed or not provided, and how this affected the time available to apply the development focus] * [Targets that changed during the process without prior clarification] * [Factors outside your control that affected the results] * [Any observations about how the process was run] I'm raising these points now so they are noted before the review. It would be helpful to receive the outcome of the final review by email first so I have time to consider it before responding. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
Getting through a PIP takes real effort and resilience. Whatever it looked like from the outside, you know what it took. Be proud of that.
Now close it out properly. A verbal confirmation is a good start but a written one is what you need. One final email and this chapter is properly done.
- Request confirmation of the successful completion
- Ask for it to be noted on your file
- Ask what the expectations are from here so you are both aligned going forward
- It may also be worth asking whether this outcome has any impact on upcoming reviews, progression, or team arrangements, so you have the full picture
Hi [Manager's name], Thank you for meeting with me today and for confirming that the PIP has been successfully completed. Before we close this off: Will the successful completion be recorded on my file? Is there anything I should be aware of in terms of upcoming reviews, team arrangements, or progression? It's been a challenging few weeks and I'm looking forward to moving forward from here. Kind Regards, [Your name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
Whether the targets were reasonable, whether the support was genuinely provided, and whether the process was followed properly all matter. If you have concerns across any of these areas, an internal appeal is your first step. Timelines are short so acting within days matters.
Whatever you decide to do next, before you sign anything, accept an exit, or agree to any terms without first understanding what you may be giving up, speak to a solicitor. If you need to talk to someone about your experience and what the next steps in your career might look like, reach out to the Empthrive team. We are not legal advisers and cannot give you legal advice. What we can do, however, is listen and help you make sense of what happened.
- Request the written outcome letter now if you have not already received it. Your appeal window starts from this date
- Check your company handbook for the internal appeal process and the timeframe, typically 5 to 10 working days
- Do not sign an exit or waiver without independent legal advice from a solicitor first
- Compile your documentation now: tracker, emails, meeting summaries, and any evidence of concerns
- If dismissed, employment law complaint windows vary by country. Verify the applicable timeframe and process directly with the relevant authority or an independent legal adviser in your country as soon as possible
- If you would like to speak to someone about your experience and explore what comes next, the Empthrive team is here. We are not legal advisers and cannot give legal advice, but we can listen and help you make sense of what happened. www.empthrive.com
Dear [HR manager / named appeal officer], I am appealing the outcome of my Performance Improvement Plan following the review on [date]. I'm submitting this appeal on the following grounds: [Please remove any sections that do not apply and add specific detail where relevant.] 1. Targets were not fair or measurable [For example: "Target 2 was amended on [date]. The original target in the PIP document was [X]. The version used in the final assessment was [Y]. I was not informed of this change and did not have the opportunity to respond to it."] 2. Committed support was not provided [For example: "The coaching sessions committed to in the PIP document did not begin until Week 4, reducing the time available to apply the development focus outlined in the plan."] 3. Procedural issues [For example: "Written summaries of review meetings were not provided by the manager, despite requests on [dates]." Or: "I did not receive adequate notice ahead of the final review meeting."] 4. Predetermination [If applicable: "On [date], [manager] made the following comment: '[quote or describe the statement].' This comment was made before the final review took place."] 5. Unequal or unfair treatment [If applicable: "I believe the targets, process, or outcome may not have been applied consistently or fairly compared to others in similar roles or situations. Specifically: [describe what happened in your own words]. Use this section only if you can point to specific examples where others in similar roles or situations were treated differently."] To ensure the appeal process is clear, I wanted to confirm a few points: * That the appeal will be reviewed by someone who was not involved in the original PIP process, and who that reviewer will be. * The company's policy on the appeal process, including the expected timelines. * That the outcome of the appeal will be provided in writing. * Confirmation of receipt of this appeal. Kind Regards, [Your full name] [Date]
This is an example only. Adjust it to reflect your own situation, change anything that doesn't apply. Keep a copy of everything you send and receive.
If you would like to talk about your experience and explore possible next steps, the Empthrive team is here to listen and support you. Empthrive provides independent support, coaching, and guidance for employees. We do not provide legal, financial, or medical advice.
Where specialised advice is required, you should speak directly with a qualified professional such as a solicitor, financial adviser, or healthcare provider. www.empthrive.com
Going through a PIP is not easy.
If you would like to talk to someone about your experience, Empthrive is here to listen.
Speak to someoneIf your PIP has been paused or withdrawn, you may not fit neatly into any of the stages above. This can feel like a relief but it also leaves questions unanswered. If this is your situation, the most important thing you can do is request written confirmation that the PIP is no longer active and ask what, if anything, remains on your file. Keep copies of everything regardless.
If you have concerns that your PIP may have been issued for reasons unrelated to your performance, visit our PIP Hub for more guidance on typical warning signs and relevant terminology.
If you'd like to talk any of this through, contact us.
Not sure which stage applies to you?
Is This For You?
If you've just been handed a PIP, told one is coming, you're mid-process and something doesn't feel right, or you're coming to the end of the process and facing a difficult decision, this is for you.
You don't need to have all the answers before you reach out. You just need to have questions.
At Empthrive we help you understand what your PIP means, whether the process being followed appears fair, and what your options are. Before you lose any more sleep over it, reach out to us.
Book your first consultation call with Empthrive and let's figure this out together.
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