Performance improvement plan template with a full example
A performance improvement plan should give someone a real chance to succeed, not just paper a decision. This prompt has your todo.is agent turn your notes into a clear, fair PIP in Word: specific gaps, measurable goals, the support you will give, weekly check-ins and what happens at the end.
The prompt
- Write a performance improvement plan for [EMPLOYEE ROLE]. The main performance gaps, with examples and dates: [PERFORMANCE GAPS]. The plan lasts [PLAN LENGTH] and starts on [START DATE]. For each gap, write one measurable goal, how we will measure it, and the support I will give ([SUPPORT YOU CAN OFFER]). Add a schedule of weekly check-ins with dates, a section for the employee's comments, possible outcomes at the end, and signature lines. Keep the tone factual and respectful, with no labels or guesses about personal reasons. Save it as a Word document and flag anything I should check with HR or a lawyer.
What to change
- [EMPLOYEE ROLE]: The job, e.g. "Account Executive" or "Warehouse Team Lead".
- [PERFORMANCE GAPS]: What is not working, with examples, e.g. "missed 4 of 6 client deadlines in Q3; 3 order errors in October". Or attach your notes.
- [PLAN LENGTH]: How long, e.g. "60 days" or "90 days".
- [START DATE]: The first day of the plan, e.g. "November 3".
- [SUPPORT YOU CAN OFFER]: Training, coaching or tools you will provide, e.g. "weekly coaching with me, CRM training, a buddy".
Example result
- Performance improvement plan
- Employee: Jordan Ellis, Account Executive
- Manager: Priya Nair
- Plan period: November 3 to January 2 (60 days)
- Why this plan
- Jordan has strengths in building client rapport. Over the last quarter, three areas have fallen below what the role needs. This plan sets clear goals and the support we will give to help Jordan meet them.
- Goal 1: Meet client deadlines
- • Gap: 4 of 6 proposals in Q3 were sent after the agreed date.
- • Goal: send 100% of proposals by the agreed date during the plan.
- • Measure: proposal dates tracked in the CRM.
- • Support: weekly planning session with Priya every Monday.
- Goal 2: Keep the CRM up to date
- • Gap: 30% of open deals had no activity logged in October.
- • Goal: log every client call and email within 1 working day.
- • Measure: weekly CRM report.
- • Support: CRM training session in week 1, plus a checklist.
- Goal 3: Pipeline
- • Gap: new qualified opportunities averaged 3 per month.
- • Goal: at least 6 new qualified opportunities per month.
- • Measure: CRM pipeline report.
- • Support: prospecting call shadowing with a senior colleague.
- Check-ins
- • Every Friday at 15:00, 30 minutes: Nov 7, 14, 21, 28, Dec 5, 12, 19, and a final review on Jan 2.
- • Written notes after each check-in, shared with Jordan.
- Possible outcomes
- • Goals met: the plan closes and normal reviews continue.
- • Clear progress but not all goals met: the plan may be extended once.
- • Goals not met: further steps in line with company policy.
- Employee comments
- (space for Jordan's comments)
- Signatures
- Employee, manager, HR, with dates. Signing confirms the plan was discussed, not agreement with every point.
How to do it with todo.is
- Copy the prompt and add the role, the gaps with examples, dates and the support you will give.
- Paste it into todo.is or send it to your agent on Slack or email. Attach review notes or past emails if helpful.
- Your agent sends back a Word PIP and a short list of points to check with HR.
- Ask for changes, a shorter 30-day version, or a calm script for the meeting where you share it.
Tips for a better result
- Use facts, dates and numbers, not opinions like "bad attitude". Specific gaps are fairer and easier to fix.
- Make every goal measurable and possible to reach in the time given.
- Write down the support you promise and actually deliver it. A PIP with no support rarely works.
- Ask your agent to set a weekly reminder before each check-in so you never miss one.
- This is a draft, not legal advice. Have HR or an employment lawyer review it, as rules differ by country and state.
performance improvement plan: FAQ
- How long is a performance improvement plan? Most PIPs last 30, 60 or 90 days. Choose a period long enough for the person to show real change.
- What should a performance improvement plan include? Specific gaps with examples, measurable goals, the support offered, check-in dates, possible outcomes and signatures.
- Does a PIP mean I will be fired? Not always. A fair PIP is meant to help someone improve, and many people complete one successfully. It should state the possible outcomes clearly.
- Is this PIP legally binding? It is a working document, and the rules vary by country and state. Check it with HR or an employment lawyer before you use it.
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