I’ve sent performance improvement plan emails that destroyed careers. Not because the employees deserved it, but because I crafted those messages with all the empathy of a parking ticket. The cold, corporate language I used turned what should have been supportive guidance into career death sentences.
Those early mistakes taught me something crucial about performance improvement communications. The tone, timing, and structure of these emails can either motivate genuine change or push talented people toward the exit door. After years of refining this delicate art, I’ve learned that the right words delivered at the right moment can actually save careers rather than end them.
Your approach to writing performance improvement plan emails will determine whether your team members see you as a coach helping them succeed or as an executioner wielding policy documents.
Performance Improvement Plan Email Samples
These carefully crafted email templates will help you communicate performance concerns while maintaining dignity and encouraging positive change. Each sample addresses different scenarios you’ll encounter when managing underperforming team members.
1. Initial Performance Concern Discussion
Subject: Let’s Schedule Time to Discuss Your Recent Projects
Hi Sarah,
I’d like to schedule a meeting with you this week to discuss your recent project outcomes and explore how we can better support your success here. This conversation is important for both of us, and I want to make sure we have adequate time to talk through everything thoroughly.
Could you let me know your availability for a 45-minute meeting either Thursday or Friday afternoon? I’ll also send you a brief agenda beforehand so you can prepare any questions or thoughts you’d like to share.
I’m looking forward to our discussion and working together on next steps.
Best regards,
[Your name and title]
2. Formal PIP Introduction Email
Subject: Performance Improvement Plan – Next Steps for Your Success
Dear Michael,
Following our conversation yesterday about your recent performance challenges, I’m writing to formalize the support structure we discussed. We’re implementing a 90-day Performance Improvement Plan designed specifically to help you regain your footing and excel in your role.
This plan isn’t a punishment but rather a roadmap back to the strong performance we know you’re capable of delivering. You’ve shown great potential in areas like client relationship building and creative problem-solving. Now we need to focus that potential on meeting your core responsibilities consistently.
The attached document outlines specific goals, timelines, and resources available to you during this period. We’ll meet weekly to review progress, address any obstacles, and celebrate improvements along the way.
Your success matters to this team, and we’re committed to providing every tool and opportunity you need to turn things around.
Sincerely,
[Insert your name and designation]
3. Mid-PIP Progress Review
Subject: Great Progress This Week – Let’s Keep Building
Hi Jennifer,
Your turnaround this past week has been impressive. The client presentation you delivered on Tuesday showed exactly the level of preparation and attention to detail we’ve been working toward. Your proactive communication about the potential delays on the Morrison project also demonstrated the kind of foresight that prevents bigger problems down the road.
We’re halfway through your improvement plan period, and these positive changes give me real confidence about your trajectory. The extra effort you’re putting into documentation and follow-up is already making a difference for the entire team.
During our check-in tomorrow, let’s talk about which strategies are working best for you and how we can build on this momentum for the remaining 45 days.
Keep up the excellent work,
[Sender’s name and role]
4. Addressing Missed PIP Milestones
Subject: Important Discussion About Recent Setbacks
Dear Carlos,
We need to address some concerning developments that occurred this week. Missing the client deadline on Thursday and the incomplete status reports represent steps backward from the progress we’ve been making together.
I understand that personal challenges can affect work performance, and I want you to know that support is available if you’re dealing with issues outside the office. However, we also need to acknowledge that these setbacks put your improvement plan goals at serious risk.
Let’s meet first thing Monday morning to discuss what happened and determine how we can get back on track. Please come prepared to share your perspective on these incidents and any adjustments you think might help prevent similar issues.
This conversation is crucial for your continued employment here, so please treat it with the seriousness it deserves.
Regards,
[Your name and management title]
5. PIP Extension Discussion
Subject: Extending Your Improvement Plan – Additional Time for Success
Hi David,
After reviewing your progress over the past 90 days, I see genuine improvement in several key areas. Your punctuality has been excellent, your collaboration with teammates has strengthened noticeably, and your project documentation has reached acceptable standards.
However, we haven’t yet achieved the consistency in quality output that your role requires. Rather than ending the improvement process now, I’d like to offer you an additional 60 days to solidify these positive changes and address the remaining performance gaps.
This extension reflects my belief that you can succeed in this position with continued focused effort. We’ll adjust the plan slightly based on what we’ve learned about your strengths and challenges over the past three months.
Please let me know by end of day Friday whether you want to continue with this extended improvement period.
Best,
[Insert sender name and position]
6. Successful PIP Completion
Subject: Congratulations – You’ve Successfully Completed Your Improvement Plan
Dear Lisa,
I’m pleased to inform you that you’ve successfully completed your 90-day Performance Improvement Plan. The transformation in your work quality, communication style, and overall reliability has been remarkable.
Your recent project management on the Henderson account showcased exactly the skills and attention to detail we knew you possessed. The positive feedback from both internal team members and external clients confirms that you’ve not only met the improvement plan requirements but exceeded them.
Moving forward, you’ll return to regular performance review cycles. We’ll continue our monthly one-on-one meetings to ensure you have the ongoing support needed to maintain this excellent trajectory.
Congratulations on your hard work and dedication throughout this process. Your perseverance has paid off.
Warmly,
[Your name and designation]
7. PIP Termination Due to Insufficient Progress
Subject: Final Performance Review – Employment Decision
Dear Robert,
We’ve reached the conclusion of your 90-day Performance Improvement Plan period. Unfortunately, despite the support provided and multiple opportunities for improvement, the required performance standards have not been consistently met.
The specific areas where progress was insufficient include meeting project deadlines, maintaining quality standards, and effective communication with team members. While you showed improvement in some areas, the overall pattern of performance concerns continues to impact team productivity and client satisfaction.
Based on this assessment, your employment with our company will end effective [date]. You’ll receive details about final pay, benefits continuation, and transition arrangements in a separate communication from HR.
We wish you success in finding a role that better matches your skills and interests.
Sincerely,
[Sender’s name and title]
8. PIP for Attendance Issues
Subject: Attendance Improvement Plan – Clear Expectations Moving Forward
Hi Maria,
Your attendance pattern over the past month has created significant challenges for our team and clients. Missing 8 days in a 30-day period, including several instances of calling in sick just before important meetings, cannot continue.
We’re implementing a specific attendance improvement plan that requires 95% attendance over the next 60 days. This means no more than 2 days absent during the entire improvement period, and any absences must be properly documented according to company policy.
I understand that health issues can be unpredictable, but consistent attendance is essential for your role. If ongoing medical concerns are affecting your ability to maintain regular attendance, please speak with HR about potential accommodations.
Your knowledge and skills are valuable to this team. Let’s work together to resolve this attendance issue so you can continue contributing effectively.
Best regards,
[Your name and management role]
9. Behavioral Issues PIP
Subject: Professional Conduct Improvement Plan
Dear Thomas,
Following the incidents documented over the past several weeks, we need to address serious concerns about your professional conduct with colleagues and clients. The complaints filed regarding your communication style and collaborative approach require immediate attention.
This Performance Improvement Plan focuses specifically on behavioral expectations rather than technical skills. You’ll work with our HR representative and an external professional development coach to develop more effective interpersonal communication strategies.
Key requirements include demonstrating respectful communication in all interactions, participating constructively in team meetings, and responding to feedback without defensive reactions. We’ll track progress through peer feedback surveys and direct observation.
Your technical abilities are strong, but success in this role requires professional behavior that supports team cohesion and client relationships.
Respectfully,
[Insert your name and title]
10. PIP for New Employee Struggling
Subject: Additional Support During Your First 90 Days
Hi Amanda,
Starting a new job always involves a learning curve, but I want to make sure we’re providing enough support for your success here. Your first month has shown both promise and some areas where additional guidance would be helpful.
Rather than waiting for our standard 90-day review, let’s implement a structured improvement plan now to accelerate your progress. This plan includes additional training sessions, more frequent check-ins with your mentor, and clearer documentation of expectations.
Many successful team members have benefited from this kind of enhanced support during their early months. The goal is to set you up for long-term success rather than letting small issues grow into bigger problems.
Your enthusiasm and fresh perspective are exactly what our team needs. Let’s make sure you have everything necessary to translate that potential into consistent performance.
Looking forward to your continued growth,
[Sender name and position]
11. PIP for Remote Work Performance Issues
Subject: Remote Work Performance Plan – Strengthening Virtual Collaboration
Dear Kevin,
Remote work offers flexibility, but it also requires discipline and communication skills that differ from traditional office environments. Your recent performance suggests we need to address some specific challenges related to working from home effectively.
This improvement plan focuses on virtual communication, project management, and maintaining professional standards while working remotely. We’ll establish clear protocols for daily check-ins, project updates, and availability during core business hours.
You’ll also receive training on productivity tools and time management techniques specifically designed for remote workers. Many team members have successfully made this transition with the right support system.
Remote work can be incredibly effective when approached with the right strategies and mindset. Let’s work together to help you master these skills.
Best,
[Your name and role]
12. PIP After Previous Verbal Warnings
Subject: Formal Performance Improvement Plan Following Previous Discussions
Hi Rachel,
Our verbal discussions over the past two months about performance concerns have not resulted in the improvements we hoped to see. It’s time to formalize this process with a structured Performance Improvement Plan that clearly outlines expectations and consequences.
This formal plan documents the specific issues we’ve discussed previously and establishes measurable goals for improvement. While we’ve had informal conversations about these topics, this written plan ensures we’re both clear about expectations and timelines.
The next 90 days are critical for demonstrating sustained improvement in the areas we’ve identified. We’ll meet weekly to review progress and address any obstacles you encounter.
I remain optimistic about your ability to succeed in this role with focused effort and the support systems we’re putting in place.
Sincerely,
[Insert sender’s name and designation]
13. PIP Communication to Team (When Appropriate)
Subject: Team Support During Transition Period
Team,
I want to inform you that we’re implementing additional support measures for one of our team members over the next few months. During this period, some project assignments and responsibilities may be redistributed temporarily.
This situation doesn’t reflect any changes to your roles or responsibilities. Instead, it represents our commitment to helping every team member succeed and contribute effectively to our shared goals.
Please continue focusing on your excellent work while being supportive of your colleagues during this transition. If you have questions about specific project assignments or deadlines, please reach out to me directly.
Thank you for your continued professionalism and team spirit.
Best regards,
[Your name and title]
14. PIP Documentation Follow-Up
Subject: Performance Plan Documentation – Please Review and Confirm
Dear Patricia,
Attached you’ll find the written documentation of your Performance Improvement Plan as discussed in our meeting yesterday. Please review this carefully to ensure it accurately reflects our conversation and the agreements we reached.
The document includes specific performance goals, timeline expectations, support resources available to you, and the process for regular progress reviews. Each section corresponds to the key points we covered during our discussion.
Please sign the acknowledgment section and return it to me by end of day Thursday. Your signature confirms that you understand the plan requirements, not necessarily that you agree with the assessment.
If you have questions about any section or notice discrepancies between this document and your understanding of our discussion, please let me know immediately so we can address them.
Thank you for your attention to this important matter.
Professionally,
[Sender’s name and management title]
15. Post-PIP Regular Check-In
Subject: Monthly Check-In – Maintaining Your Excellent Progress
Hi Jessica,
Six months have passed since you completed your Performance Improvement Plan, and I wanted to take a moment to acknowledge the sustained excellence you’ve demonstrated since then. Your consistent performance and positive attitude have made a real difference for our entire team.
These monthly check-ins help ensure that the positive changes you made during your improvement period continue to strengthen over time. It’s also an opportunity for you to share any concerns or suggestions about how we can continue supporting your success.
During our meeting next week, let’s discuss your career development goals and potential opportunities for additional responsibilities that align with your interests and strengths.
Your growth story serves as an inspiration for what’s possible when someone commits to positive change.
With appreciation,
[Your name and position]
Conclusion: Effective Performance Communication
Writing performance improvement plan emails requires balancing firmness with compassion, clarity with encouragement. These sample emails demonstrate how thoughtful communication can transform potentially devastating conversations into opportunities for genuine growth and development.
The key lies in treating each person as an individual with unique circumstances, strengths, and challenges rather than simply following a rigid template. When you approach performance issues with genuine concern for the person’s success, your emails become tools for positive change rather than weapons of destruction.
Your willingness to invest time and energy into crafting supportive, clear communication often determines whether struggling employees find their way back to success or lose their way entirely.