Performance Improvement Plan Checklist for HRs

This Performance Improvement Plan Checklist helps HR teams and managers manage employee performance concerns through a structured, documented process. It covers performance gaps, measurable objectives, employee support, review meetings, documentation, timelines, and next steps.

Who this checklist is for: HR professionals, people managers, and talent leaders who must design, deliver, and document performance improvement plans in a fair and compliant way.

Practical value and outcomes: Use this checklist to streamline PIP planning, ensure policy compliance, set measurable goals, capture dated evidence, and reach clear decisions on progress or next steps.

What Is a Performance Improvement Plan?

A Performance Improvement Plan (PIP) is a structured plan used to address specific performance concerns and give an employee clear expectations, measurable improvement goals, support, and a defined review period. HR and managers can use a PIP to document concerns, track progress, and determine appropriate next steps.

1. Compliance and Policy

1. Confirm applicable company policies and legal obligations
2. Verify employee status, contract terms, and notice requirements
3. Check for collective bargaining or union rules that apply
4. Ensure progressive discipline steps were considered and documented
5. Identify approval authority and required HR signoffs

2. Planning and Preparation

1. Document specific performance gaps using objective examples, dates, and relevant performance evidence
2. Draft clear performance issues and expected standards
3. Define measurable PIP goals, success criteria, deadlines, and review dates
4. Define the coaching, training, resources, and manager support the employee will receive during the PIP
5. Schedule the initial meeting and notify the employee in writing

3. Execution and Process

1. Conduct the PIP meeting with a documented agenda
2. Explain concerns, give examples, and state expectations clearly
3. Confirm the PIP duration, measurable objectives, review schedule, employee responsibilities, and available support
4. Agree on specific actions, deadlines, and check-in dates
5. Confirm mutual understanding and obtain employee acknowledgement
6. Provide coaching and resources as committed in the plan

4. Documentation and Records

1. Create a formal PIP document with start date, end date, and objectives
2. Record meeting notes, attendance, and employee responses
3. Store supporting evidence of performance and improvement activities
4. Log training, coaching sessions, and any adjustments to the plan
5. Maintain secure, access-controlled PIP files with date stamps

5. Review and Follow Up

1. Monitor progress against measurable goals on scheduled dates
2. Hold regular review meetings and document outcomes
3. Adjust timelines or support when justified and recorded
4. Determine the documented outcome: successful completion, extension with justification, or further action according to company policy and applicable requirements
5. Close the PIP and record the final outcome in the employee record