Performance improvement plans (PIPs) are never easy, whether you’re the one delivering the news or the one receiving it. Managers often dread having to put an employee on a PIP, knowing it could lead to an awkward conversation at best, or the loss of a valuable team member at worst. But with the right approach – clear, direct, yet empathetic – a well-crafted PIP email can be the first step toward getting a struggling employee back on track.
The key is to strike a balance between firmness and compassion, making your expectations crystal clear while also expressing your commitment to helping the employee succeed. It’s a delicate dance, but one you can learn with a little guidance and some solid examples to draw from.
Performance Improvement Plan Email Samples
To help you navigate your next PIP conversation, we’ve put together 20 sample emails you can use as a starting point.
1. Missed Sales Targets
Subject: Performance Improvement Plan – Missed Sales Targets
Dear [Employee Name],
I’m reaching out regarding your recent performance, specifically in relation to your sales targets. Over the past quarter, you’ve consistently fallen short of your quota, which is a concern for the team and the company as a whole.
To address this, we’re placing you on a Performance Improvement Plan effective immediately. The goal is to work together to identify areas for improvement, set clear objectives, and ultimately get your sales numbers back on track.
Here’s what the plan entails:
1. Weekly check-ins with your manager to review progress and address any challenges.
2. Targeted training on sales techniques, product knowledge, and customer engagement.
3. A 90-day timeline to meet the following milestones: [insert specific, measurable goals].
I want to emphasize that this PIP is not a punishment, but an opportunity. You’re a valuable member of our team, and we’re invested in your success. With focus, effort, and open communication, I’m confident you can turn things around.
Let’s schedule a meeting to discuss the plan in more detail and answer any questions you may have. My door is always open.
Best regards,
[Manager Name]
2. Excessive Tardiness
Subject: Performance Improvement Plan – Tardiness
Hi [Employee Name],
I wanted to touch base about a pattern we’ve noticed in your attendance. Over the past month, you’ve arrived late to work on multiple occasions, often by 30 minutes or more. While we understand that life happens, consistent tardiness can disrupt the team and impact productivity.
To get things back on track, we’re implementing a Performance Improvement Plan. The goal is to work together to ensure you’re arriving on time and ready to tackle the day. Here’s what that looks like:
1. Revisit your morning routine to identify potential roadblocks and create a plan to mitigate them.
2. Set incremental goals for improvement, starting with no more than 1 late arrival per week.
3. Check in with your manager weekly to discuss progress, challenges, and any support you need.
I know you’re capable of meeting this expectation, and we want to do everything we can to help you succeed. This PIP is a tool for growth, not a reprimand. Let’s schedule a time to talk through the details and make sure we’re on the same page.
Looking forward to working through this together,
[Manager Name]
3. Lack of Attention to Detail
Subject: Performance Improvement Plan – Attention to Detail
Dear [Employee Name],
I’m writing to address a concern that’s come up in your recent work. We’ve noticed a pattern of errors and oversights that suggest a lack of attention to detail. In our line of work, accuracy is critical, and even small mistakes can have big consequences.
To help you improve in this area, we’re implementing a Performance Improvement Plan. The goal is to work together to develop strategies for double-checking your work, catching errors, and ultimately producing high-quality, error-free deliverables. Here’s what the plan includes:
1. A review of recent projects to identify specific areas for improvement.
2. Training on proofreading techniques and quality assurance best practices.
3. Implementing a peer review process for all major deliverables.
4. Weekly check-ins with your manager to monitor progress and provide support.
I know you take pride in your work, and I believe you have the skills and commitment to excel in this area. This PIP is designed to give you the tools and support you need to do just that.
Let’s find a time to sit down and walk through the plan in more detail. I’m here to answer any questions and provide guidance along the way.
Best,
[Manager Name]
4. Poor Communication Skills
Subject: Performance Improvement Plan – Communication Skills
Hi [Employee Name],
I wanted to touch base about a challenge we’ve observed in your communication with colleagues and clients. We’ve received feedback that your messages can sometimes come across as abrupt or unclear, leading to confusion and frustration.
Effective communication is a cornerstone of our work, so we want to work with you to strengthen your skills in this area. To that end, we’re putting a Performance Improvement Plan in place. The goal is to provide you with resources and support to communicate more clearly, professionally, and empathetically. The plan includes:
1. A communication style assessment to identify your strengths and areas for growth.
2. Training on active listening, clear writing, and interpersonal communication.
3. Regular feedback sessions with your manager to review emails and other communications.
4. Opportunities to practice new skills in low-stakes settings, like team meetings.
I know that communication is a skill that can be developed with practice and guidance. This PIP is an investment in your growth and success within our organization. Let’s schedule a meeting to discuss the plan in more detail and set some initial goals.
I’m here to support you every step of the way,
[Manager Name]
5. Missed Project Deadlines
Subject: Performance Improvement Plan – Project Deadlines
Dear [Employee Name],
I’m reaching out regarding a pattern we’ve noticed in your project management. Over the last few months, several of your projects have been delivered past the agreed-upon deadline. While we understand that unexpected challenges can arise, consistent delays can impact our team’s productivity and our ability to meet client expectations.
To address this issue, we’re implementing a Performance Improvement Plan. The goal is to work together to identify the root causes of the delays, develop strategies for staying on track, and ultimately ensure that projects are delivered on time and to specification. Here’s what the plan entails:
1. A review of recent projects to pinpoint specific challenges and roadblocks.
2. Training on project management techniques, including time estimation and risk mitigation.
3. Implementing a system for regular progress check-ins and early identification of potential delays.
4. Setting clear, achievable milestones for each project and tracking progress against them.
I know you’re committed to delivering high-quality work, and I believe this plan will give you the tools and support to do that more consistently. This PIP is not a punishment, but an opportunity for growth and improvement.
Let’s find a time to meet and discuss the plan in more detail. I’m here to answer any questions and provide support throughout this process.
Best regards,
[Manager Name]
6. Inappropriate Office Behavior
Subject: Performance Improvement Plan – Office Conduct
Hi [Employee Name],
I wanted to address some concerns that have been brought to my attention regarding your conduct in the office. There have been reports of inappropriate jokes, excessive personal phone use during work hours, and a general disregard for professional norms.
As a company, we value a respectful, professional workplace. To help align your behavior with these expectations, we’re putting a Performance Improvement Plan in place. The goal is to work together to identify areas for improvement and develop strategies for maintaining a more professional demeanor. Here’s what that looks like:
1. A review of our company’s policies on appropriate office conduct.
2. Identification of specific behaviors to address and clear expectations for improvement.
3. Regular check-ins with your manager to discuss progress and challenges.
4. Opportunities for feedback and coaching on professional communication and behavior.
I know that you’re capable of meeting these expectations, and we want to do everything we can to help you succeed. This PIP is a tool for growth, not a punishment. Let’s schedule a time to talk through the details and make sure we’re on the same page.
I’m committed to supporting you through this process,
[Manager Name]
7. Failure to Meet Sales Quotas
Subject: Performance Improvement Plan – Sales Quotas
Dear [Employee Name],
I’m writing to address a concern regarding your sales performance. Over the past two quarters, you’ve consistently fallen short of your quotas, which is impacting our team’s ability to meet our overall targets.
To help you get back on track, we’re implementing a Performance Improvement Plan. The goal is to work together to identify obstacles to your success, develop strategies to overcome them, and ultimately boost your sales numbers. Here’s what the plan includes:
1. A review of your sales process to identify potential areas for improvement.
2. Additional training on our products, sales techniques, and customer management.
3. Setting incremental goals for improvement and tracking progress weekly.
4. Regular coaching sessions with your manager to provide support and feedback.
I know you’re committed to succeeding in your role, and we believe you have the potential to be a top performer. This PIP is designed to give you the resources and support you need to reach your full potential.
Let’s schedule a meeting to walk through the plan in more detail. I’m here to answer any questions and provide guidance throughout this process.
Best,
[Manager Name]
8. Negative Attitude
Subject: Performance Improvement Plan – Attitude and Teamwork
Hi [Employee Name],
I wanted to touch base about some feedback we’ve received regarding your attitude and interaction with colleagues. Several team members have reported that you often express negativity, complain frequently, and can be uncooperative on team projects.
As an organization, we value positivity, collaboration, and a team-first mentality. To help align your approach with these values, we’re putting a Performance Improvement Plan in place. The goal is to work together to identify the root of the negativity, develop strategies for maintaining a more positive outlook, and ultimately foster better teamwork. Here’s what the plan entails:
1. A 360-degree feedback process to gather specific examples and insights.
2. Coaching sessions on emotional intelligence, stress management, and interpersonal communication.
3. Setting clear expectations for collaboration and participation in team projects.
4. Regular check-ins with your manager to discuss progress, challenges, and wins.
I know that everyone has bad days, but a consistently negative attitude can be contagious and detrimental to team morale. I also know that you have valuable contributions to make, and we want to help you make them in a more positive, collaborative way.
Let’s find a time to meet and discuss the plan in more detail. I’m here to support you and help you succeed.
Looking forward to working through this together,
[Manager Name]
9. Failure to Follow Instructions
Subject: Performance Improvement Plan – Following Instructions
Dear [Employee Name],
I’m reaching out to discuss a pattern we’ve observed in your work. On several recent projects, there have been instances where you’ve deviated from clear instructions, resulting in work that doesn’t meet the brief or requires significant revision.
Our success as a team depends on everyone understanding and following project specifications. To help you improve in this area, we’re implementing a Performance Improvement Plan. The goal is to work together to ensure that you’re fully grasping instructions and executing projects accordingly. Here’s what the plan involves:
1. A review of recent projects to identify specific instances of misalignment.
2. Training on active listening, note-taking, and asking clarifying questions.
3. Implementing a system for confirming your understanding of instructions before starting work.
4. Regular check-ins with your manager to review work in progress and ensure alignment.
I know you’re capable of delivering excellent work when you’re aligned with the brief. This PIP is designed to help you do that more consistently, not to punish or criticize.
Let’s schedule a meeting to walk through the plan and address any questions or concerns you may have. I’m committed to supporting your growth and success.
Best regards,
[Manager Name]
10. Poor Time Management
Subject: Performance Improvement Plan – Time Management
Hi [Employee Name],
I wanted to discuss a challenge we’ve noticed in your work: time management. We’ve observed that you often struggle to prioritize tasks, meet deadlines, and manage your workload effectively, which can impact your productivity and stress levels.
Effective time management is a critical skill for success in your role and in your career. To help you develop this skill, we’re putting a Performance Improvement Plan in place. The goal is to work together to identify the root causes of the time management issues, develop strategies for prioritizing and organizing your work, and ultimately boost your productivity and reduce your stress. Here’s what the plan looks like:
1. A time audit to understand how you’re currently spending your work hours.
2. Training on prioritization techniques, task management tools, and productivity strategies.
3. Setting clear daily and weekly goals and tracking progress against them.
4. Regular check-ins with your manager to discuss workload, challenges, and successes.
I know that time management can be a struggle, but it’s a skill that can be learned and improved with practice and the right tools. This PIP is an investment in your development and well-being.
Let’s find a time to meet and discuss the plan in more detail. I’m here to support you every step of the way.
Looking forward to working on this together,
[Manager Name]
11. Missed Training Deadlines
Subject: Performance Improvement Plan – Training Completion
Dear [Employee Name],
I’m writing to address a concern regarding your completion of the required training. Our records show that you’ve missed the deadline for several mandatory courses, despite reminders from your manager and HR.
As a company, we prioritize ongoing learning and development. Completing required training ensures that you have the knowledge and skills to perform your role effectively and compliantly. To help you get back on track, we’re implementing a Performance Improvement Plan. Here’s what it includes:
1. A review of your outstanding training and a plan for completing it within the next 30 days.
2. Regular check-ins with your manager to ensure you’re on track and to address any barriers to completion.
3. Consequences for failure to complete the training within the agreed-upon timeframe, up to and including termination.
I know that workloads can be demanding and it can be tempting to deprioritize training. However, it’s a critical part of your job and one that we take seriously. This PIP is designed to help you fulfill this important responsibility.
Please acknowledge receipt of this plan and let me know if you have any questions. I’m here to support you, but the onus is on you to take the necessary steps to complete your training.
Best,
[Manager Name]
12. Lack of Initiative
Subject: Performance Improvement Plan – Taking Initiative
Hi [Employee Name],
I wanted to touch base about an area where we feel you have room for growth: taking initiative. We’ve noticed that you often wait for direct instructions rather than proactively identifying needs and opportunities, and you rarely volunteer for new projects or responsibilities.
In our fast-paced work environment, initiative is highly valued. We count on every team member to be proactive, to spot areas where they can contribute, and to continuously look for ways to learn and grow. To help you develop in this area, we’re putting a Performance Improvement Plan in place. Here’s what it entails:
1. Identifying areas within your current role where you can take more initiative.
2. Setting goals around volunteering for projects, making process improvements, and proposing new ideas.
3. Regular check-ins with your manager to discuss progress, challenges, and opportunities.
4. Coaching and feedback to help you build confidence and assertiveness.
I know that putting yourself forward can be uncomfortable at first, but it’s a muscle that grows with practice. Taking initiative not only helps our team succeed but also opens up opportunities for growth and advancement.
Let’s schedule a meeting to discuss the plan in more detail and set some initial goals. I’m here to support and encourage you every step of the way.
Looking forward to seeing you take charge,
[Manager Name]
13. Poor Attendance
Subject: Performance Improvement Plan – Attendance
Dear [Employee Name],
I’m reaching out to address a concerning pattern in your attendance. Over the past three months, you’ve had 12 unexcused absences, which far exceeds our company’s policy of 3 per quarter. Excessive absenteeism puts a strain on your colleagues, impacts our productivity, and needs to be addressed.
To help you improve your attendance and meet the expectations of your role, we’re implementing a Performance Improvement Plan. This plan outlines clear goals and provides support to help you get back on track:
1. No more than 2 unexcused absences over the next 90 days.
2. Providing a doctor’s note for any absences due to illness.
3. Proactively communicate with your manager about any anticipated absences.
4. Weekly check-ins to monitor progress and address any challenges.
Please understand that continued excessive absenteeism may result in further disciplinary action, up to and including termination of employment. However, our goal with this PIP is to work with you to significantly improve your attendance.
Let’s schedule a meeting to discuss the plan and any support you may need. Regular, reliable attendance is a fundamental job requirement, and we’re committed to helping you meet that expectation.
Sincerely,
[Manager Name]
14. Failure to Meet Productivity Standards
Subject: Performance Improvement Plan – Productivity
Hi [Employee Name],
I wanted to discuss a concern about your productivity. Over the last quarter, your output has consistently fallen below our team’s standards, both in terms of quantity and quality. This is impacting our ability to meet our goals and putting additional strain on your colleagues.
To help you boost your productivity and meet the expectations of your role, we’re putting a Performance Improvement Plan in place. The goal is to identify and address the root causes of productivity issues, whether they’re related to skills, processes, or other factors. Here’s what the plan looks like:
1. A review of your workflow to identify inefficiencies and areas for improvement.
2. Setting clear, measurable productivity goals and tracking progress weekly.
3. Additional training or resources to address any skill gaps.
4. Regular check-ins with your manager to discuss challenges, successes, and course-correct as needed.
I know that you’re capable of meeting and exceeding our productivity standards. This PIP is designed to give you the support and direction you need to do just that.
Let’s find a time to meet and walk through the plan in detail. I’m here to help you succeed, and I’m confident that with focus and effort, you can turn this around.
Looking forward to working through this together,
[Manager Name]
15. Ineffective Leadership
Subject: Performance Improvement Plan – Leadership Effectiveness
Dear [Employee Name],
As a leader in our organization, your performance has a significant impact on your team and our overall success. I’m writing to address some concerns about your leadership effectiveness that have come to light through feedback from your direct reports and peers.
The main areas of concern are:
1. Lack of clear direction and communication with your team.
2. Inconsistent feedback and performance management.
3. Failure to delegate effectively and empower team members.
4. Conflicts with peers that are impacting cross-functional collaboration.
To help you improve in these areas and become a more effective leader, we’re implementing a Performance Improvement Plan. The plan includes:
1. 360-degree feedback to gain more specific insights into areas for improvement.
2. Coaching sessions with a leadership development expert.
3. Setting clear goals around communication, performance management, delegation, and collaboration.
4. Regular check-ins with your manager to monitor progress and provide support.
As a leader, your growth and development is a high priority for us. This PIP is an investment in your success and the success of your team and the organization.
Please review the plan and let’s schedule a meeting to discuss it in detail. I’m committed to supporting you through this process and helping you unlock your full potential as a leader.
Sincerely,
[Manager Name]
16. Failure to Meet Sales Goals
Subject: Performance Improvement Plan – Sales Performance
Hi [Employee Name],
I wanted to touch base about your sales performance. Over the last two quarters, you’ve consistently missed your targets, and your numbers are significantly lower than those of your peers. As a key member of our sales team, you must be contributing to our collective goals.
To help you get back on track and start hitting your numbers, we’re putting a Performance Improvement Plan in place. The goal is to work together to identify what’s holding you back, whether it’s a skills gap, a process issue, or something else entirely. Here’s what the plan looks like:
1. A thorough review of your sales process, from prospecting to closing.
2. Additional training on our products, sales techniques, and any areas where you feel you need support.
3. Setting incremental goals and tracking progress every week.
4. Regular coaching sessions with your manager to celebrate wins and troubleshoot challenges.
I know that sales can be a tough gig, and everyone goes through slumps. But I also know that you have the skills and the drive to succeed. This PIP is designed to help you tap into your potential and start achieving the results I know you’re capable of.
Let’s schedule a meeting to walk through the plan in detail. I’m here to support you every step of the way.
Ready to see you crush those targets,
[Manager Name]
17. Poor Client Communication
Subject: Performance Improvement Plan – Client Communication
Dear [Employee Name],
I’m writing to address some concerns that have been raised about your communication with clients. We’ve received feedback from several clients indicating that your responses are often delayed, incomplete, or fail to address their concerns satisfactorily.
As a client-facing member of our team, effective, timely, and professional communication is a critical part of your role. To help you improve in this area and ensure we’re providing the best possible service to our clients, we’re implementing a Performance Improvement Plan. Here’s what it includes:
1. A review of client communications to identify specific areas for improvement.
2. Training on effective written and verbal communication, active listening, and problem-solving.
3. Setting clear expectations for response times and follow-up.
4. Implementing a system for tracking and prioritizing client inquiries.
5. Regular check-ins with your manager to review progress and address any challenges.
Our clients are the lifeblood of our business, and we need every team member to be a strong ambassador for our brand. I know you’re capable of providing excellent client service, and this PIP is designed to help you do that consistently.
Please review the plan and let me know if you have any questions. Let’s schedule a meeting to discuss it in more detail and set some initial goals.
I’m committed to supporting your success,
[Manager Name]
18. Insufficient Job Knowledge
Subject: Performance Improvement Plan – Job Knowledge
Hi [Employee Name],
I wanted to discuss a challenge we’ve observed in your work: insufficient job knowledge. While you’ve been with the company for [length of time], there are still significant gaps in your understanding of our products, processes, and industry. This is impacting your ability to perform your role effectively and contribute to team goals.
To help you fill these knowledge gaps and build the expertise needed for your role, we’re putting a Performance Improvement Plan in place. The goal is to identify the specific areas where you need development and provide the resources and support to help you get there. Here’s what the plan entails:
1. A skills assessment to pinpoint specific knowledge gaps.
2. A tailored learning and development plan, including training courses, mentoring, and on-the-job learning opportunities.
3. Regular knowledge checks to measure progress and identify areas for further development.
4. Weekly check-ins with your manager to discuss learning, ask questions, and get feedback.
Building job knowledge is an ongoing process, and we’re committed to investing in your development. This PIP is designed to accelerate your learning and help you become a subject matter expert in your role.
Let’s find a time to meet and walk through the plan in detail. I’m excited to support your growth and see you take your performance to the next level.
Invested in your success,
[Manager Name]
19. Lack of Adaptability
Subject: Performance Improvement Plan – Adaptability
Dear [Employee Name],
In our rapidly evolving industry, adaptability is a key competency for success. I’m reaching out to discuss some concerns about your ability to adapt to change and take on new challenges.
Over the past few months, there have been several instances where you’ve struggled to adjust to new processes, technologies, or ways of working. You’ve expressed resistance to change and have been slow to acquire new skills. In a world where change is constant, this lack of adaptability is limiting your effectiveness and growth potential.
To help you develop your adaptability muscles, we’re implementing a Performance Improvement Plan. The plan includes:
1. A review of recent changes and challenges to identify specific areas for development.
2. Resilience and change management training to equip you with tools and strategies for navigating change.
3. Stretch assignments and opportunities to practice adapting to new situations.
4. Regular feedback sessions with your manager to discuss progress, challenges, and learnings.
I know that change can be uncomfortable, but it’s also an opportunity for growth. Developing your adaptability will open up new possibilities for your career and help you thrive in our dynamic environment.
Please review the plan and let’s schedule a time to discuss it in more detail. I’m here to support you through this development process.
Embracing change together,
[Manager Name]
20. Failure to Improve
Subject: Performance Improvement Plan – Final Warning
Dear [Employee Name],
I regret that I have to write this email. As you know, you were placed on a Performance Improvement Plan [period] ago to address [specific performance issues]. Despite our regular check-ins and the support provided, there has been no significant improvement in your performance.
This lack of improvement is a serious concern. The expectations outlined in your PIP were clear, realistic, and aligned with your job responsibilities. The failure to meet these expectations has [describe the impact on team, customers, company].
As a result, this email serves as a final warning. You have [period] to demonstrate significant and sustained improvement in the following areas:
1. [Specific goal/behavior]
2. [Specific goal/behavior]
3. [Specific goal/behavior]
Please understand that if you do not meet these expectations within this timeframe, we will have no choice but to terminate your employment. This is not an outcome we want, but we have a responsibility to ensure that every member of our team is contributing at the required level.
I urge you to take this warning seriously and to take advantage of the resources and support available to you. I’m available to answer any questions and provide guidance, but the onus is on you to take the necessary steps to improve your performance.
Please acknowledge receipt of this warning and confirm your understanding of the expectations and timeline.
Sincerely,
[Manager Name]
Wrap-up on Performance Improvement Plan Emails
Performance improvement plans can be challenging, but they’re also an opportunity.
An opportunity for employees to identify and overcome obstacles, develop new skills, and recommit to their roles.
And an opportunity for managers to support, guide, and invest in their team members.
The key to a successful PIP is clear, honest communication.
The emails we’ve covered provide a framework for that communication – they set clear expectations, outline specific areas for improvement, and offer tangible support and resources.
But a PIP email is just the start of the conversation.
The real work happens in the regular check-ins, the coaching sessions, and the day-to-day interactions.
That’s where relationships are strengthened, trust is built, and real growth happens.
So as you navigate your next PIP, remember that it’s not just about the plan – it’s about the person.
Approach the process with empathy, with a genuine desire to help your team member succeed.
Because when they grow, the whole team grows.
Performance improvement isn’t easy, but it’s worth it.
Worth it for the employee who gains new skills and confidence.
Worth it for the manager who develops as a leader and coach. And worth it for the organization that benefits from a stronger, more capable team.
So take a deep breath, pull up your email, and start typing.
You’ve got this.