Free letter template · Word

PIP Failure Letter

A PIP failure letter informs an employee, factually and respectfully, that the goals of their performance improvement plan were not met by the end date. It summarises the support given and the results, explains the next steps under company policy and gives the employee an opportunity to be heard before any final decision.

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[Company Logo][Company Name]

LETTER – OUTCOME OF PERFORMANCE IMPROVEMENT PLAN

Ref. No.:: [Reference Number]
Date:: [Date]

Strictly Private and Confidential

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Outcome of Performance Improvement Plan (Ref. [PIP Reference Number])

Dear [Employee Name],

As you know, you were placed on a Performance Improvement Plan from [DD/MM/YYYY] to [DD/MM/YYYY] (extended until [DD/MM/YYYY], if applicable). During this period, review meetings were held on [DD/MM/YYYY], [DD/MM/YYYY] and [DD/MM/YYYY], and the company provided the following support: [training, weekly coaching, buddy support, revised territory, etc.].

At the final review on [Date], the results against the plan goals were as follows:

PIP Goal	Expected Result	Actual Result
[Goal 1]	[Expected]	[Actual]
[Goal 2]	[Expected]	[Actual]
[Goal 3]	[Expected]	[Actual]

Based on these results, the goals of the plan have not been met. We recognise the effort you have made during this period.

Before any decision is taken, we would like to hear from you. You are invited to a meeting on [DD/MM/YYYY] at [Time] at [Location / video link] with [Reporting Manager] and [HR Name]. You may also submit a written response by [DD/MM/YYYY]. At the meeting the company will consider your response along with the options available under its policies, which may include [redeployment to a suitable role / change of responsibilities / separation in accordance with your appointment terms].

If you have any questions in the meantime, please contact [HR Name]. Please sign the duplicate copy to acknowledge receipt.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

PIP reference, dates and reviews held
Support provided during the plan
Factual comparison of goals and results
Options being considered under policy (e.g. redeployment)
Invitation to a meeting and right to respond in writing
Respectful, non-judgemental tone

When to use it

PIP goals were not met at the final review despite support
An extended PIP has also ended without the goals being met
Before a decision on redeployment, demotion or separation
To document the PIP outcome fairly in the personnel file

How to customise this template

1Quote actual results against each PIP goal
2List every review held and support provided
3State the options your policy allows, such as redeployment to a suitable role
4Give a realistic date and time for the employee’s response meeting
5Have HR and, where needed, a legal adviser review the letter

HR tips

Do not state a final termination decision before hearing the employee
Consider whether a different role would suit the employee’s skills
Keep language neutral; describe results, not character
Allow the employee to bring their written submission to the meeting

This template is a starting point. Review it against applicable labour laws, state rules, your standing orders and HR policies, and with a legal adviser where needed, before issuing it.

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Frequently asked questions

What happens if an employee fails a PIP?+

The company considers next steps under its policies, such as redeployment, role change or separation, after giving the employee an opportunity to respond.

Should a PIP failure letter terminate employment?+

Best practice is to first inform the employee of the outcome and hear their response. Any separation should follow the appointment terms, policy and applicable law.

Can an employee respond to a PIP outcome?+

Yes. The letter should invite a written response and a meeting before any final decision is made.

All 50 performance appraisal & reviews →

[Company Logo][Company Name]
LETTER – PERFORMANCE IMPROVEMENT PLAN
Ref. No.:
[Reference Number]
Date:
[Date]
Strictly Private and Confidential

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Placement on Performance Improvement Plan
Dear [Employee Name],
This letter follows our meeting on [Date], attended by you, [Reporting Manager] and [HR Name], where we discussed your performance in the role of [Designation]. As discussed, and as shared with you earlier during reviews on [DD/MM/YYYY] and [DD/MM/YYYY], your performance in the following areas has been below the expected standard:
1. [Area 1 – fact-based description, e.g. achieved 62% of the monthly collection target in July, August and September]
2. [Area 2 – fact-based description]
3. [Area 3 – fact-based description]
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PIP Warning Letter
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[Company Logo][Company Name]
LETTER – EXTENSION OF PERFORMANCE IMPROVEMENT PLAN
Ref. No.:
[Reference Number]
Date:
[Date]
Private and Confidential

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
Subject: Extension of Performance Improvement Plan (Ref. [PIP Reference Number])
Dear [Employee Name],
Thank you for your efforts during the Performance Improvement Plan that ran from [DD/MM/YYYY] to [DD/MM/YYYY]. At the final review on [Date], we noted clear progress. In particular, you have:
- [Goal achieved, e.g. reduced error rate in GST invoice entries from 8% to 2%]
- [Second area of improvement]
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PIP Extension Letter
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[Company Logo][Company Name]
LETTER – SUCCESSFUL COMPLETION OF PIP
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Successful Completion of Performance Improvement Plan
Dear [Employee Name],
We are pleased to confirm that you have successfully completed the Performance Improvement Plan (Ref. [PIP Reference Number]) that ran from [DD/MM/YYYY] to [DD/MM/YYYY]. At the final review held on [Date], it was agreed that you met the goals set out in the plan, including:
- [Result 1, e.g. achieved 104% of monthly sales target for two consecutive months]
- [Result 2]
- [Result 3]
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PIP Completion Letter
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[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
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Promotion Letter
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[Company Logo][Company Name]

ANNUAL PERFORMANCE APPRAISAL FORM

Company:: [Company Name]
Appraisal Year:: April [YYYY] – March [YYYY]
Form Ref.:: [Reference Number]

Part A: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Reviewer (Skip-level Manager)	[Reviewer Name]

Part B: Rating Scale

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Part C: Key Result Areas (70% weightage)

Form · Word

Annual Performance Appraisal Form

Download .docx

[Company Logo][Company Name]

EMPLOYEE PERFORMANCE REVIEW FORM

Company:: [Company Name]
Review Date:: [Date]
Review Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Review Type: Mid-year / Ad-hoc / Transfer / Employee-requested

2. Rating Scale

Rating	Label	Description
4	Exemplary	Performance well above the standard in every area reviewed
3	Proficient	Solid, reliable performance at the expected standard
2	Developing	Progressing, but support is still needed in some areas
1	Below Standard	Performance is not yet acceptable for the role

3. Core Job Factors

Form · Word

Employee Performance Review Form

Download .docx

[Company Logo][Company Name]

ANNUAL REVIEW FORM

Company:: [Company Name]
Review Year:: [YYYY–YY]
Meeting Date:: [Date]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]

Part 1: Year in Review (to be completed by the employee)

Three achievements I am most proud of this year	[Answer]
A challenge I faced and how I handled it	[Answer]
New skills or knowledge I gained	[Answer]
Something I would do differently	[Answer]
Support that would help me do my best work	[Answer]

Part 2: Objectives versus Outcomes

Objective Set Last Year	Outcome	Fully / Partly / Not Achieved	Manager Remarks
[Objective 1]	[Outcome]	[Status]	[Remarks]
[Objective 2]	[Outcome]	[Status]	[Remarks]
[Objective 3]	[Outcome]	[Status]	[Remarks]
[Objective 4]	[Outcome]	[Status]	[Remarks]

Form · Word

Annual Review Form

Download .docx

[Company Logo][Company Name]

HALF-YEARLY (H1) APPRAISAL FORM

Company:: [Company Name]
Review Period:: April [YYYY] – September [YYYY]
Review Date:: [Date]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]

Rating Scale for H1 Performance

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Section 1: Progress on Annual Goals

Annual Goal	Annual Target	Achieved in H1	% Completed	H1 Rating	Comments
[Goal 1]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 2]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 3]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 4]	[Target]	[Achieved]	[%]	[1–5]	[Comments]

Form · Word

Half-Yearly Appraisal Form

Download .docx

PIP Failure Letter

Preview of the letter

Subject: Outcome of Performance Improvement Plan (Ref. [PIP Reference Number])

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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