Employee Performance Improvement Plan (PIP) Template for Word
A performance improvement plan is fair only if the employee can see exactly what is wrong, what good looks like, and how progress will be judged. It also has to stand up if it is reviewed later. This template is a finished three-page example for a fictional customer success role: concerns written as dated facts, goals with a measure and a target for each of days 30, 60 and 90, named support, and an acknowledgment that confirms receipt without forcing agreement.
- Pages:
- 3
- Works with:
- Word for Microsoft 365, Word 2016 or later, Word for Mac (Word for the web can fill in fields)
- Updated:
Performance Improvement Plan Template.docx
Free to download. No sign-up needed. No macros.
What you can do with it
- Employee block with fill-in fields, start and end date pickers and a 30/60/90-day plan length dropdown
- Deficiency summary table: expectation, what happened with dated examples, impact
- 30/60/90-day goals table with how each goal is measured and a target per checkpoint
- Check-in table with date pickers and rating dropdowns, possible outcomes, employee comments and three signatures
What's inside
The document has 3 pages. Each part below is a heading in the file, so you can jump to it from the Navigation Pane (View > Navigation Pane).
| Part | What it covers | What you write |
|---|---|---|
| Employee block | Who the plan is for and how long it runs | Name, title, department, manager, HR partner, plan length, dates |
| 1–2. Purpose and concerns | Why there is a plan | One-paragraph purpose; expectation, dated examples and impact per concern |
| 3–4. Goals and support | What success looks like and what help is given | Measure and day 30/60/90 targets per goal; coaching, training, tools |
| 5–6. Check-ins and outcomes | How progress is reviewed and what happens next | Check-in dates, ratings and notes; outcome rules |
| 7–8. Comments and acknowledgment | The employee’s voice and proof of receipt | Optional comments; employee, manager and HR signatures |
Before you start
- Gather evidence first: reports, ticket data, dates of earlier conversations. A PIP should never be the first time an employee hears about a problem.
- Agree the goals and support with HR before the meeting, and check any legal or union requirements where you operate.
- Book all check-in meetings in calendars before you deliver the plan.
Step-by-step guide
Fill in the employee block
Click each gray field and type the employee, title, department, manager and HR partner. Pick the plan length and the start and end dates.
Write concerns as facts
One row per expectation. Describe what happened with numbers and dates, and the effect on customers or the team. Leave out opinions about attitude or personality.
Set measurable goals
Give each goal a measure someone else could check, and a target for day 30, 60 and 90. Make the final targets the normal standard for the role, not a higher bar.
Name the support
List coaching, training, tools and time the company will provide, each with a date or frequency.
Hold the check-ins
At each check-in pick the rating from the dropdown and type the notes over the gray placeholder. Share the notes within two business days.
Deliver and sign
Delete the gray guidance note, walk through the plan in person, give the employee time to comment, and collect the three signatures.
Field and control map
Every content control and field in the document, in the order they appear. Gray-boxed fields in Word are the content controls.
| Name | Type | Where | Value in the sample |
|---|---|---|---|
| Employee name header | Text | Header | Kevin Marsh |
| Employee name | Text | Body | Kevin Marsh |
| Job title | Text | Body | Customer Success Specialist |
| Department | Text | Body | Customer Success |
| Manager | Text | Body | Alicia Gomez, Team Lead |
| HR partner | Text | Body | Daniel Kwon |
| Plan length | Dropdown | Body | 90 days (30 days / 60 days / 90 days) |
| Start date | Date picker | Body | November 9, 2026 |
| End date | Date picker | Body | February 5, 2027 |
| Check-in 1 date | Date picker | Body | December 9, 2026 |
| Check-in 1 rating | Dropdown | Body | On track (On track / Some progress / Not on track / Not yet held) |
| Check-in 1 notes | Text | Body | Summary of progress against each goal |
| Check-in 2 date | Date picker | Body | January 8, 2027 |
| Check-in 2 rating | Dropdown | Body | Some progress (On track / Some progress / Not on track / Not yet held) |
| Check-in 2 notes | Text | Body | Summary of progress against each goal |
| Check-in 3 date | Date picker | Body | February 5, 2027 |
| Check-in 3 rating | Dropdown | Body | Not yet held (On track / Some progress / Not on track / Not yet held) |
| Check-in 3 notes | Text | Body | Final assessment |
| Employee comments | Text | Body | Optional. The employee may add comments here or attach a separate statement. |
| Employee signer | Text | Body | Kevin Marsh |
| Signed date | Date picker | Body | 3 fields: Click or tap to enter a date. |
| Manager signer | Text | Body | Alicia Gomez |
| HR signer | Text | Body | Daniel Kwon |
| Company | Text | Footer | Juniper Freight Co. |
{ PAGE } | Field | Footer | 1 |
{ NUMPAGES } | Field | Footer | 3 |
{ SEQ Table \* ARABIC } | Field | Body | 1, 2, 3 |
Every field, control and style, explained
The code in each card is read straight from the .docx file (the XML Word stores, or the field code you see with Alt+F9), so it is exactly what the template contains.
<w:lvl w:ilvl="0">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading1"/>
<w:lvlText w:val="%1."/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="440" w:hanging="440"/>
</w:pPr>
</w:lvl>
<w:lvl w:ilvl="1">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading2"/>
<w:lvlText w:val="%1.%2"/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="660" w:hanging="660"/>
</w:pPr>
</w:lvl>The section numbers (1., 2., 6.1 …) are not typed. A multilevel list is linked to the Heading 1 and Heading 2 styles, so any paragraph you set to Heading 1 gets the next number and the table of contents picks it up.
Piece by piece
<w:pStyle w:val="Heading1"/>- Links list level 1 to the Heading 1 style (level 2 to Heading 2).
<w:lvlText w:val="%1."/>- Level 1 shows its counter and a period: 1., 2., 3.
<w:lvlText w:val="%1.%2"/>- Level 2 shows the parent number, a period and its own counter: 6.1, 6.2.
<w:ind w:left="440" w:hanging="440"/>- Hanging indent so wrapped heading text lines up after the number.
In the sample: 1. Purpose of this plan, 2. Performance concerns, 3. Goals and success measures … (8 headings)
How it is used: To add a section, type the heading, then pick Heading 1 (Ctrl+Alt+1) or Heading 2 (Ctrl+Alt+2) on the Home tab. Numbers after it update by themselves.
How to change it: Home > Multilevel List > Define New Multilevel List to change the format (for example "Section 1"). Keep "Link level to style" set to Heading 1 and Heading 2.
Learn this: How to Plan and Structure Long Documents in Word: Outline View and Multilevel Numbering →Page { PAGE } of { NUMPAGES }The footer counts pages with two fields: PAGE is the current page and NUMPAGES is the total. Both recalculate when the document is printed, saved as PDF or scrolled in Print Layout.
Piece by piece
PAGE- The number of the page the field sits on.
NUMPAGES- The total number of pages in the document.
In the sample: Page 1 of 3 on the first page
How it is used: Nothing to do: add or delete pages and the numbers follow.
How to change it: Double-click the footer to edit the text around the fields. Insert > Page Number > Format Page Numbers sets the starting number.
Learn this: How to Set Up Pages in Word: Margins, Breaks, Headers, Footers, and Page Numbers →{ SEQ Table \* ARABIC }Each table caption uses a SEQ field that counts tables in order. Insert a new captioned table in the middle and every later caption renumbers.
Piece by piece
SEQ Table- A counter named "Table". Every SEQ Table field adds 1.
\* ARABIC- Show the counter as 1, 2, 3.
In the sample: 3 caption(s): Table 1 to Table 3
How it is used: Captions are what a "see Table 2" cross-reference points to (References > Cross-reference).
How to change it: References > Insert Caption adds a new one. If numbers look stale, press Ctrl+A then F9 to update all fields.
Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →<w:sdtPr>
<w:alias w:val="Employee name"/>
<w:tag w:val="employee_name"/>
<w:text/>
</w:sdtPr>Names, numbers and other details people change every time are plain text content controls. Click one and type: the text replaces the sample, keeps the formatting, and the field still shows its name when selected.
Piece by piece
<w:alias w:val="…"/>- The title shown on the control’s tab when you click it.
<w:tag w:val="…"/>- A machine-readable name, useful for mail merge or code.
<w:text/>- Plain text: one line, one format, so pasted text cannot break the layout.
<w:showingPlcHdr/>- Present when the field shows gray placeholder text instead of a value.
In the sample: Employee name = Kevin Marsh
How it is used: 14 in this template: Employee name header, Employee name, Job title, Department, Manager, HR partner, Check-in 1 notes, Check-in 2 notes, Check-in 3 notes, Employee comments, Employee signer, Manager signer, HR signer, Company. Use Developer > Design Mode to see every control at once, or the Selection Pane to jump between them.
How to change it: Developer > Properties changes the title, tag and placeholder. To show the Developer tab: File > Options > Customize Ribbon > Developer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Start date"/>
<w:tag w:val="start_date"/>
<w:date w:fullDate="2026-11-09T00:00:00Z">
<w:dateFormat w:val="MMMM d, yyyy"/>
<w:lid w:val="en-US"/>
<w:storeMappedDataAs w:val="dateTime"/>
<w:calendar w:val="gregorian"/>
</w:date>
</w:sdtPr>Dates are date picker content controls: click the arrow to pick from a calendar, or type a date in any format and Word shows it as "November 2, 2026".
Piece by piece
w:fullDate- The stored date, independent of how it is shown.
<w:dateFormat w:val="MMMM d, yyyy"/>- Display format: full month name, day, four-digit year.
<w:lid w:val="en-US"/>- Language used for month names.
<w:storeMappedDataAs w:val="dateTime"/>- Stores a real date value if the control is mapped to data.
In the sample: Start date = November 9, 2026
How it is used: 8 in this template: Start date, End date, Check-in 1 date, Check-in 2 date, Check-in 3 date, Signed date. Pick the date from the calendar so every date in the document has the same format.
How to change it: Developer > Properties > Display the date like this, for example d MMMM yyyy or yyyy-MM-dd.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Plan length"/>
<w:tag w:val="plan_length"/>
<w:dropDownList>
<w:listItem w:displayText="30 days" w:value="30 days"/>
<w:listItem w:displayText="60 days" w:value="60 days"/>
<w:listItem w:displayText="90 days" w:value="90 days"/>
</w:dropDownList>
</w:sdtPr>Fields with a fixed set of answers are dropdown list content controls, so everyone uses the same words (useful when you search or count documents later).
Piece by piece
<w:dropDownList>- A list the reader must pick from (no free typing).
<w:listItem w:displayText="…" w:value="…"/>- One choice: the text shown and the value stored.
In the sample: Plan length = 90 days (30 days / 60 days / 90 days)
How it is used: 4 in this template: Plan length, Check-in 1 rating, Check-in 2 rating, Check-in 3 rating. Click the field and choose from the list.
How to change it: Developer > Properties > Add, Modify or Remove choices. Use a Combo Box instead if people need to type their own answer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:style w:type="paragraph" w:styleId="Callout">
<w:name w:val="Callout"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:pBdr>
<w:left w:val="single" w:color="F2A93B" w:sz="24" w:space="8"/>
</w:pBdr>
<w:shd w:fill="EEF2F8" w:color="auto" w:val="clear"/>
<w:spacing w:after="160" w:before="120"/>
<w:ind w:left="180" w:right="180"/>
</w:pPr>
<w:rPr>
<w:sz w:val="21"/>
</w:rPr>
</w:style>Notes and warnings use a paragraph style named Callout: tinted background, amber bar on the left, indented on both sides. Because it is a style, every callout matches and you can restyle them all at once.
Piece by piece
<w:shd w:fill="EEF2F8"/>- Light blue-gray background.
<w:left w:val="single" w:sz="24" w:color="F2A93B"/>- Amber bar, 3 pt wide, on the left edge.
<w:ind w:left="180" w:right="180"/>- Indented 1/8 inch on each side.
In the sample: Used for the notes, tips and warnings in the body.
How it is used: Put the cursor in a paragraph and pick Callout in the Styles gallery.
How to change it: Right-click Callout in the Styles gallery > Modify > Format > Border or Shading. All callouts change together.
Learn this: How to Use Styles and the Navigation Pane in Word →<w:trPr>
<w:cantSplit/>
<w:tblHeader/>
</w:trPr>Header rows are marked to repeat at the top of each page when a table breaks, and rows are set not to split across pages, so a long table stays readable when printed.
Piece by piece
<w:tblHeader/>- Repeat this row at the top of each page.
<w:cantSplit/>- Keep each row on one page.
In the sample: 3 of 5 tables repeat their header row
How it is used: Add rows with Tab in the last cell; the header keeps repeating.
How to change it: Click in the header row > Table Layout > Repeat Header Rows. Short tables are also set to keep with the next paragraph so they do not split.
Learn this: How to Build and Format Tables That Read Well in Word →<w:style w:type="paragraph" w:styleId="Guidance">
<w:name w:val="Guidance"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:spacing w:after="100"/>
</w:pPr>
<w:rPr>
<w:i/>
<w:iCs/>
<w:color w:val="6B7280"/>
<w:sz w:val="19"/>
</w:rPr>
</w:style>Instructions for whoever fills in the template use a Guidance style (gray italics). Delete them before you send the document; with a style, Find and Replace can remove them all at once.
Piece by piece
<w:i/>- Italic.
<w:color w:val="6B7280"/>- Gray text.
In the sample: One note under the title block.
How it is used: Home > Replace > More > Format > Style > Guidance finds every note.
How to change it: Right-click Guidance in the Styles gallery > Modify.
Learn this: How to Use Styles and the Navigation Pane in Word →Tips and limits
- The acknowledgment says signing confirms receipt, not agreement. Keep that wording; it makes employees more willing to sign.
- Targets should match the normal expectations of the role. A PIP with goals nobody on the team meets will not look fair later.
- Keep the outcome language neutral and accurate for your organization; do not promise or threaten anything HR has not approved.
- Rating is a dropdown so HR can compare check-ins across plans with the same words.
- This template is not legal advice. Employment law differs by state and country.
Learn the skills behind this template
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