A performance escalation notice is issued when an employee has completed a performance improvement plan without reaching the agreed standard. It summarises the PIP goals against results, records the support given and the employee's input, and informs them of the next step, such as an extended plan, role change or formal review.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Outcome of Performance Improvement Plan and Escalation
Dear [Employee Name],
Your Performance Improvement Plan concluded on [DD/MM/YYYY]. The closing review was held on [DD/MM/YYYY] with [Reporting Manager] and [HR Name]. The results against the agreed goals are:
PIP Goal
Measure
Target
Achieved
Status
[Goal 1]
[Measure]
[Target]
[Actual]
[Met / Partly met / Not met]
[Goal 2]
[Measure]
[Target]
[Actual]
[Met / Partly met / Not met]
[Goal 3]
[Measure]
[Target]
[Actual]
[Met / Partly met / Not met]
During the plan, the following support was provided: [e.g. weekly coaching sessions on DD/MM, DD/MM; product training on DD/MM/YYYY; lead allocation increased by X%]. At the closing review, you stated that [neutral summary of employee's comments].
We acknowledge the improvement shown in [area]. However, the overall standard required for the role of [Designation] has not been reached. In line with the company's Performance Management Policy, the matter is being escalated as follows:
Extension of the PIP by [Number] weeks with revised milestones
Review of suitability for an alternative role in [Department]
Formal performance review by [Senior Reviewer Name], [Designation]
Other: [Specify]
You may submit any written comments or additional information within [Number] days of receipt of this notice, and these will be placed before [Senior Reviewer Name]. No final decision has been taken.
A PIP has ended and the employee did not meet most of the agreed goals
Improvement was partial and management is deciding next steps
The matter needs to move from the manager to HR or a department head
You need a record that support was provided before further steps
How to customise this template
1Use the same goals and measures written in the PIP
2Record support given with dates, not just what was promised
3Choose the escalation option your policy provides
4Name the senior reviewer taking over
HR tips
Consider whether a different role would suit the employee better
Do not escalate if the company did not deliver the promised support
Acknowledge areas where the employee did improve
Keep the notice factual and avoid predicting the outcome
Action following an unsuccessful PIP should follow your performance policy, appointment terms, standing orders and applicable law. Treat this as a starting template and seek legal advice before termination.
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Frequently asked questions
What happens if an employee fails a PIP?+
Depending on policy, outcomes can include an extended PIP, redeployment to a better-suited role, a formal performance warning, or further review that may lead to separation after due process.
Should the employee be heard after a PIP ends?+
Yes. A closing review meeting and a chance to give written comments make the process fair and help identify any factors outside the employee's control.
Can a PIP be extended?+
Yes, if there is meaningful progress and a realistic chance of meeting the standard with more time. Put the extension and new dates in writing.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Notice of Formal Review of Work Performance
Dear [Employee Name],
This is to inform you that your work performance is being formally reviewed, as it has been below the expected standard for [Period]. The key concerns are:
[Concern 1 – metric and period, e.g. average monthly sales of ₹X against target of ₹Y for Q1 and Q2]
[Concern 2 – e.g. appraisal rating of 'Needs Improvement' in FY review]
[Concern 3 – e.g. project milestones missed on DD/MM/YYYY]
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Warning Regarding Work Performance
Dear [Employee Name],
Your Key Result Areas for the period [Period] were discussed and agreed with you on [DD/MM/YYYY]. A review of your performance for [Review Months] shows the following:
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Initiation of Disciplinary Proceedings
Dear [Employee Name],
Please refer to the show cause notice Ref. [Reference Number] dated [DD/MM/YYYY] concerning the alleged [brief description of allegations], and your reply dated [DD/MM/YYYY]. After careful consideration, the management has found your reply not satisfactory and has decided to initiate disciplinary proceedings under Clause [Clause Number] of the company's Standing Orders.
Subject: Domestic Enquiry into Charges in Charge Sheet Ref. [Charge Sheet Number] dated [DD/MM/YYYY]
Dear [Employee Name],
Please refer to the charge sheet cited above and your reply dated [DD/MM/YYYY] (or: no reply having been received within the stipulated time). Your reply has been examined and found not satisfactory. The management has therefore decided to hold a domestic enquiry into the charges in accordance with Clause [Clause Number] of the company's Standing Orders.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Suspension from Duty
Dear [Employee Name],
This is to inform you that you are placed under suspension with effect from [DD/MM/YYYY], [Time], [pending enquiry into the allegations communicated to you vide Ref. ___ dated DD/MM/YYYY / as a penalty for a period of ___ days, as decided vide order Ref. ___ dated DD/MM/YYYY], under Clause [Clause Number] of the company's Standing Orders.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Invitation to Disciplinary Hearing
Dear [Employee Name],
You are invited to attend a disciplinary hearing to [respond to the allegations set out in our letter Ref. ___ dated DD/MM/YYYY / present your comments on the findings of the Enquiry Officer in the enclosed report dated DD/MM/YYYY].
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Proposed Penalty for Misconduct – Ref. [Charge Sheet / Show Cause Number]
Dear [Employee Name],
With reference to [the show cause notice / charge sheet] dated [DD/MM/YYYY], the charge of [brief description] has been [admitted by you in your reply dated DD/MM/YYYY / found proved in the enquiry report dated DD/MM/YYYY, a copy of which was provided to you].
Having considered the nature of the misconduct, your service record and the circumstances stated by you, the disciplinary authority proposes to impose the following penalty under Clause [Clause Number] of the Standing Orders: