How to say “you are going on a PIP” professionally
Why it can fall flat
“you are going on a PIP”
Leaving out the reasons and the next steps makes “you are going on a PIP” feel like a punishment handed down, so the person is shocked and defensive. The writer usually wants to say that performance must improve, what is expected, and how progress will be reviewed.
Say this instead
- 01
Hi Devon, thanks for meeting this morning. As we discussed, your performance improvement plan starts today and runs for 60 days. The written plan is attached; please read it and send me any questions.
Someone you manage · Email
Send it right after the spoken conversation, so the email is a written record and not the first time they hear the news.
- 02
Hi Devon, could we meet Thursday at 2pm for 30 minutes? I want to talk through your performance, what is expected going forward and the next steps. You are welcome to bring questions or notes.
Someone you manage · Email
Sets up the meeting without putting the plan in writing first, so the news is shared in person.
- 03
Hi Devon, could we talk at 10am today about next steps on your performance? I'll go through everything in person. Does that time work?
Someone you manage · SMS
Send it the same morning, not the evening before, and use SMS only if that is how you normally reach them.
- 04
Hi Astrid, I'm considering a formal improvement plan for one of my team. Could you share the template and the process to follow? I have written feedback from the past few months and want to get the steps right before I speak to them.
Coworker · Email
Write to your HR partner before the conversation, so the process is right and the details stay with the people who need them.
- 05
Hi Ritu, after several rounds of feedback I haven't seen the improvement we need from Devon. I'd like to start a formal improvement plan. Can we go through my notes before I speak to them?
Boss · Chat
Bring it to your manager before the conversation, with your documented feedback in hand so you are aligned.
- 06
Hi Devon, a reminder that our first check-in on the improvement plan is Tuesday at 10am. Please bring a short update on the first two goals.
Someone you manage · Chat
After the plan has started, this keeps check-ins routine and focused on the goals.
- 07
Thanks for hearing me out earlier. I know it was hard to hear. The plan is meant to make expectations clear, and I'm free this afternoon if you want to go through any part of it.
Someone you manage · Chat
Later the same day, once they have had time to react, this stays supportive and factual without changing the plan.
Examples
Hi Astrid, I'd like to move Devon to a formal improvement plan. I've given three rounds of written feedback since June, and the weekly reports are still late. I've drafted three goals with a 60-day timeline. Could you review them before I meet Devon on Thursday at 2pm? Thanks, Ari
Hi Devon, thanks for talking this morning. I've emailed you the written plan so you have it in front of you. If anything is unclear, message me before our first check-in on Tuesday.
What to avoid
- Don't announce the plan by email or text before you have spoken in person.
- Threats such as “or else” or “this is your last chance” turn the plan into a warning and not a path to improve.
- Promising a particular outcome or calling the plan a formality sets expectations you cannot keep.
- Keep the person's name and details with HR and your manager only.
- Vague talk of “some concerns” helps no one, so name the specific gaps and the goals.