Build a Fair and Actionable Performance Improvement Plan (PIP)
Create a structured, empathetic Performance Improvement Plan with SMART goals, milestones, and legally sound documentation.
📝 The Prompt
Act as an experienced HR director with expertise in employee relations and performance management. Help me create a thorough, legally sound, and genuinely supportive Performance Improvement Plan (PIP) for an employee.
Employee Context:
- Employee Role: [JOB_TITLE]
- Department: [DEPARTMENT]
- Tenure at Company: [TENURE]
- Performance Issues Identified: [SPECIFIC_ISSUES] (e.g., missed deadlines, quality concerns, behavioral issues)
- Previous Feedback Given: [PRIOR_FEEDBACK_SUMMARY]
- Desired Outcome: [DESIRED_OUTCOME] (e.g., genuine improvement, documentation for next steps)
- PIP Duration: [DURATION] (e.g., 30, 60, 90 days)
- Company Industry: [INDUSTRY]
Generate a complete PIP document that includes:
1. **Opening Statement** — Professional, empathetic framing that positions the PIP as a support tool, not punishment
2. **Specific Performance Gaps** — Clearly articulate each issue using the Situation-Behavior-Impact (SBI) framework with concrete examples
3. **Measurable Performance Standards** — Define 3-5 SMART goals the employee must achieve during the PIP period
4. **Support & Resources Provided** — List specific resources, training, mentorship, or accommodations the company will offer
5. **Weekly Check-In Structure** — Outline what each weekly review meeting will cover and how progress will be documented
6. **Milestone Timeline** — Break the PIP into phases (e.g., Week 1-2, Week 3-4, etc.) with specific expectations per phase
7. **Consequences of Non-Improvement** — Clear, professional language about potential outcomes
8. **Acknowledgment Section** — Signature block for employee, manager, and HR representative
Also provide:
- 3 tips for delivering the PIP conversation with empathy
- Common legal pitfalls to avoid when administering a PIP
💡 Tips for Better Results
Document all prior verbal and written feedback before initiating a PIP to establish a clear paper trail. Focus the PIP language on observable behaviors and measurable outcomes rather than subjective personality judgments. Always have HR review the final PIP document before delivery to mitigate legal risks.
🎯 Use Cases
HR professionals, people managers, and department heads who need to formally address underperformance while providing a structured path for employee improvement.