Free letter template · Word

PIP Warning Letter

A PIP warning letter formally informs an employee that their performance is below the required standard and that they are being placed on a performance improvement plan. It states the facts, refers to the attached PIP, explains the support available and review dates, and invites the employee to respond.

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[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:

[Area 1 – fact-based description, e.g. achieved 62% of the monthly collection target in July, August and September]
[Area 2 – fact-based description]
[Area 3 – fact-based description]

To help you meet the expected standard, you are being placed on a Performance Improvement Plan (PIP) from [DD/MM/YYYY] to [DD/MM/YYYY]. The attached PIP sets out the goals, actions, success measures and timeline. During this period the company will provide the following support: [training / weekly coaching with your manager / tools or system access].

Your progress will be reviewed on [DD/MM/YYYY], [DD/MM/YYYY] and [DD/MM/YYYY]. If the PIP goals are met, the plan will be closed and confirmed to you in writing. If they are not met, the company may consider further action in accordance with its policies, and you will be given a full opportunity to present your views before any decision is taken.

We want you to succeed. If you feel any of the facts above are incorrect, or if there are circumstances affecting your work that we should know about, please share them in writing with HR within [Number] working days. You may also approach [HR Name] at any time during the plan for support.

Please sign the duplicate copy of this letter to acknowledge receipt.

Yours sincerely,

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

Received by
[Employee Name]
Date: [Date]

Enclosure: Performance Improvement Plan Ref. [Reference Number]
Copy to: [Reporting Manager]; Personnel File

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What this template includes

Reference to earlier feedback and meeting date
Factual summary of performance gaps
Reference to the attached PIP with start and end dates
Support the company will provide
Review meeting schedule
Clear but fair statement of possible outcomes
Invitation to respond in writing

When to use it

When informal coaching has not improved performance
To formally start a PIP after a review meeting
Following a low appraisal rating with documented gaps
Where company policy requires a written warning before a PIP

How to customise this template

1Add the date and outcome of the meeting where the PIP was discussed
2List two or three main gaps; keep detail in the attached PIP
3Name the support person and review dates
4Have HR check the tone before issuing

HR tips

Deliver the letter in a private meeting, not by email alone
Use neutral, factual language; avoid words like "incompetent" or "careless"
Make sure the employee gets a copy of the PIP with the letter
Record acknowledgement of receipt even if the employee disagrees

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

Is a PIP letter a warning letter?+

It is a formal written notice about performance. Some companies call it a warning, but its main aim should be to support improvement within a defined period.

What should a PIP letter include?+

The performance concerns, reference to the PIP and its duration, the support provided, review dates, possible outcomes and the employee’s right to respond.

Can a company terminate after a PIP letter?+

Any action after a PIP must follow the appointment terms, company policy, standing orders and applicable law, and the employee should be given a fair hearing.

All 50 performance appraisal & reviews →

[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]
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:
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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 Warning Letter

Preview of the letter

Subject: Placement on Performance Improvement Plan

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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