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Performance Improvement Plan Template for IT Company

An IT company PIP is a structured 30 to 90 day plan for a developer, tester or tech lead whose performance has fallen below expectations. It lists the specific gaps, such as missed sprint commitments, code review rework or defect leakage, sets measurable goals with support like pairing or training, and schedules weekly reviews before a final decision.

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[Company Logo][Company Name]

PERFORMANCE IMPROVEMENT PLAN

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Project / Team:: [Project Name]
Reporting Manager:: [Reporting Manager]
PIP Period:: [Start Date] to [End Date]

1. Performance Concerns

Over the last [Number] sprints, the following gaps have been observed and discussed with you on [Date]:
- Sprint commitment completion averaged [Percentage]% against the team expectation of [Percentage]%.
- [Number] pull requests required major rework after review.
- [Number] defects attributed to your modules were found in UAT / production.

2. Improvement Goals

Goal	Measure	Target	Support Provided	Timeline
Deliver committed sprint stories	Story points completed vs committed	[Percentage]% or more	Story refinement with Scrum Master	Each sprint
Improve code quality	PRs needing major rework	No more than [Number] per sprint	Pairing with [Mentor Name]	Weekly
Reduce defect leakage	Defects in UAT from your code	[Number] or fewer	Unit testing training	By [Date]
Communicate blockers early	Daily stand-up updates and Jira status	100% updated	Manager check-ins	Daily

3. Review Schedule

Review Date	Progress Summary	Manager Comments	Employee Comments
[DD/MM/YYYY]	[Progress]	[Comments]	[Comments]
[DD/MM/YYYY]	[Progress]	[Comments]	[Comments]
[DD/MM/YYYY]	[Progress]	[Comments]	[Comments]
[DD/MM/YYYY]	[Progress]	[Comments]	[Comments]

4. Outcome

At the end of the PIP period, your progress will be assessed against the above goals. Possible outcomes include successful completion, extension of the plan, or further action as per company policy. You are encouraged to raise any concerns, resource needs or personal circumstances with your manager or HR at any time during the plan.

Employee's comments on the plan
Final assessment (Met / Partially Met / Not Met)
Decision and date

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

Employee
[Employee Name]
Date: [Date]

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What this template includes

Factual summary of the performance gap with examples
Measurable goals tied to engineering metrics
Support offered: mentor, pairing, training, clearer tickets
Weekly check-in schedule with documented notes
Duration and possible outcomes
Employee comments section for fairness

When to use it

A developer repeatedly misses sprint commitments
Code quality issues lead to high rework or production defects
A tester's defect leakage to UAT or production is high
A tech lead is not meeting expectations on reviews and mentoring
Client escalation linked to an individual's delivery

How to customise this template

1Pull data from Jira, Git or your test tool for the baseline
2Choose 3 to 5 goals relevant to the role
3Name the mentor or buddy and training resources
4Set check-in dates in the table
5Record the employee's comments before signing

HR tips

Use objective data, not impressions, in the problem statement
Make goals achievable within the plan period
Provide real support; a PIP without support looks like a formality
Keep it confidential between employee, manager and HR

This PIP is a starting point. Apply it fairly and consistently, review it against your company policies, applicable labour laws and with a legal adviser before taking any action based on the outcome.

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Frequently asked questions

How long is a PIP in an IT company?+

Usually 30, 60 or 90 days depending on the complexity of the gaps. Delivery-related goals typically need at least two to three sprints to measure.

What goals should a developer PIP include?+

Measurable goals such as sprint commitment completion, code review rework rate, defect counts and timely status updates, with clear targets.

Does a PIP mean termination?+

Not necessarily. A PIP is meant to help improvement; outcomes may include successful closure, extension or other action as per policy.

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[Company Logo][Company Name]

PERFORMANCE IMPROVEMENT PLAN – SALES

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Territory / Segment:: [Territory]
Reporting Manager:: [Reporting Manager]
Plan Period:: [Start Date] to [End Date]

1. Performance Gap

Month	Target (₹)	Achieved (₹)	Achievement %
[Month]	[Amount]	[Amount]	[Percentage]
[Month]	[Amount]	[Amount]	[Percentage]
[Month]	[Amount]	[Amount]	[Percentage]

In addition, pipeline coverage was [Number] times the target against the expected [Number] times, and CRM records showed [Number] customer meetings per week against the expected [Number].

2. Improvement Goals

Goal	Measure	Target	Support	Timeline
Increase customer meetings	Meetings logged in CRM	[Number] per week	Lead list from marketing	Weekly
Build pipeline	Qualified pipeline value	₹[Amount]	Joint calls with manager	By [Date]
Improve conversion	Proposals to orders	[Percentage]%	Negotiation coaching	By [Date]
Revenue	Bookings in plan period	₹[Amount]	Pricing approvals support	By [End Date]
CRM hygiene	Opportunities updated within 24 hours	100%	CRM refresher	Ongoing

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[Company Logo][Company Name]

PERFORMANCE IMPROVEMENT PLAN – CUSTOMER SUPPORT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Role / Channel:: [Designation] – [Email / Chat / Phone]
Team Lead:: [Reporting Manager]
Plan Period:: [Start Date] to [End Date]

1. Areas Needing Improvement

CSAT averaged [Percentage]% over the last [Number] weeks, against a team target of [Percentage]%.
[Number] tickets breached the resolution SLA of [Hours] hours in the same period.
Reopen rate was [Percentage]%, mainly due to incomplete or incorrect resolutions on [Product Area].
Quality audits noted tone and empathy gaps in [Number] of [Number] sampled interactions.

2. Goals and Support

Goal	Target	Support	Check-in
Improve CSAT	[Percentage]% or above	Weekly review of low-rated tickets	Weekly
Meet SLA	95% of tickets within SLA	Queue prioritisation guidance	Weekly
Reduce reopens	Below [Percentage]%	Product training on [Product Area]	Fortnightly
Quality audit score	[Score] or above	Side-by-side coaching with [Buddy Name]	Weekly
Knowledge base	Contribute [Number] articles	Access to editor and review	By [Date]

3. Progress Log

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[Company Logo][Company Name]

PERFORMANCE IMPROVEMENT PLAN – PLANT

Employee Name:: [Employee Name]
Token / Employee ID:: [Employee ID]
Designation:: [Designation]
Department / Line:: [Department]
Shift In-charge:: [Reporting Manager]
Plan Period:: [Start Date] to [End Date]

1. Observed Gaps

Average output of [Number] units per shift against the standard of [Number] units over the last [Number] weeks.
Rejection / rework rate of [Percentage]% against the limit of [Percentage]%.
[Number] observations of not following SOP or wearing required PPE recorded in safety rounds.
Incomplete shift log and checksheet entries on [Number] occasions.

2. Improvement Plan

Goal	Measure	Target	Training / Support	Review
Output	Units per shift	[Number]	On-the-job training with [Trainer Name]	Weekly
Quality	Rejection %	Below [Percentage]%	Refresher on inspection points and setting	Weekly
Safety and SOP	Safety observations	Zero	PPE and LOTO refresher training	Daily rounds
Documentation	Checksheets complete	100%	Shift in-charge verification	Daily

3. Review Record

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[Company Logo][Company Name]

PERFORMANCE IMPROVEMENT PLAN – PROCESS ASSOCIATE

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Process / LOB:: [Process Name]
Team Leader:: [Reporting Manager]
Plan Period:: [Start Date] to [End Date]

1. Current Performance vs Scorecard

Metric	Process Target	Last 4 Weeks Average
Quality Score	[Target]%	[Value]%
AHT	[Target] sec	[Value] sec
Schedule Adherence	[Target]%	[Value]%
Attendance	[Target]%	[Value]%
Compliance Misses (fatal)	Zero	[Value]

2. Action Plan

Focus Area	Action	Owner	Target by End of Plan
Quality	5 call audits per week with same-day feedback	Quality Analyst	[Target]%
AHT	Floor support from SME; use of knowledge base and hold-time reduction	SME [Buddy Name]	[Target] sec
Adherence	Login and break schedule monitoring	Team Leader	[Target]%
Compliance	Refresher on verification and disclosure scripts	Trainer	Zero misses
Attendance	Plan leaves in advance through WFM	Employee	[Target]%

3. Weekly Review

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[Company Logo][Company Name]
ANNUAL PERFORMANCE APPRAISAL LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Employee ID:
[Employee ID]
Classification:
Strictly Confidential
To,
[Employee Name]
[Designation], [Department]
[Work Location]
Subject: Performance Appraisal and Compensation Revision – [Review Period]
Dear [Employee Name],

Thank you for your contribution during the review period [Review Period]. Based on your performance review and the calibration process, your overall performance rating is [Rating].
Your manager has specifically recognised your work on [Project / Client Name], including [Key Achievement, e.g. on-time release of the payments module and positive client feedback], and your completion of [Certification / Skill].
Revised Compensation
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[Company Logo][Company Name]
APPRAISAL LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Employee Name]
[Designation], [Department]
[Work Location]
Subject: Annual Appraisal for [Review Period]
Dear [Employee Name],

We are pleased to share the outcome of your annual performance appraisal for [Review Period]. Your overall rating is [Rating].
Performance Highlights
Plant / Quality roles: You completed [Percentage]% of assigned SOP training on time, contributed to the successful [Audit Name] audit with [Number] observations in your area, and handled deviations and CAPAs within timelines. Your documentation practices reflected good data integrity.

Field-force roles: You achieved [Percentage]% of your annual sales target in [Territory], maintained a call average of [Number] and coverage of [Percentage]% of listed doctors, while complying with the company's ethical promotion guidelines.
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Appraisal Letter Template for Pharma Company
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[Company Logo][Company Name]

PERFORMANCE APPRAISAL LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Employee ID:: [Employee ID]
Plant:: [Plant Name]

To,
[Employee Name]
[Designation], [Department]

Subject: Annual Performance Appraisal – [Review Period]

Dear [Employee Name],

We appreciate your efforts in the [Department] during [Review Period]. Based on the review by your Section Head and Plant Head, your performance rating is [Rating].

Key Results

KPI	Target	Achieved
Production vs Plan	[Target]	[Achieved]
OEE of line / machine	[Target]	[Achieved]
Rejection / Rework %	[Target]	[Achieved]
Lost Time Injuries in area	Zero	[Achieved]
Kaizens Implemented	[Target]	[Achieved]
Attendance %	[Target]	[Achieved]

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[Company Logo][Company Name]

APPRAISAL LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Employee ID:: [Employee ID]
Process:: [Process Name]

To,
[Employee Name]
[Designation], [Process Name]

Subject: Performance Appraisal – [Review Period]

Dear [Employee Name],

Thank you for your dedication to our customers on the [Process Name] process. Your performance for [Review Period] has been reviewed against the process scorecard, and your overall rating is [Rating].

Your Scorecard

Metric	Target	Your Average
Quality Score	[Target]%	[Achieved]%
CSAT	[Target]%	[Achieved]%
Average Handle Time	[Target] sec	[Achieved] sec
First Contact Resolution	[Target]%	[Achieved]%
Schedule Adherence	[Target]%	[Achieved]%
Attendance	[Target]%	[Achieved]%

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Performance Improvement Plan Template for IT Company

Preview of the plan

1. Performance Concerns

2. Improvement Goals

3. Review Schedule

4. Outcome

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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