Fill online: Performance improvement plan, with review record and outcome letters

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Name of the Company

Fills 6 places in the document.

Date of the plan

Fills 4 places in the document.

Reference number of the plan

Fills 5 places in the document.

Name of the employee

Fills 9 places in the document.

Designation of the employee

Employee code

Department of the employee

Start date of the plan

End date of the plan

Appraisal cycle

Rating for the appraisal cycle

Date of the appraisal record

Date of the appraisal discussion

Dates of the earlier discussions

Whether the employee gave written comments, and when

Area of gap 1

Standard expected for gap 1, e.g. Part C goal 2 of the appraisal record

Evidence for gap 1

Period for gap 1

Area of gap 2

Standard expected for gap 2

Evidence for gap 2

Period for gap 2

Area of gap 3

Standard expected for gap 3

Evidence for gap 3

Period for gap 3

Target 1

Measure for target 1

Baseline for target 1

Level required for target 1

Date for target 1

Data source for target 1

Target 2

Measure for target 2

Baseline for target 2

Level required for target 2

Date for target 2

Data source for target 2

Target 3

Measure for target 3

Baseline for target 3

Level required for target 3

Date for target 3

Data source for target 3

Target 4

Measure for target 4

Baseline for target 4

Level required for target 4

Date for target 4

Data source for target 4

Name of the manager

Day and time of the weekly discussion

Training to be provided

Name of the mentor

Tools or access to be provided

Any change in workload, portfolio or territory during the plan

60 / 90

Date of the mid-point review

Date of the final review

Five (1)

Five (2)

Name and designation of the reviewer

Designation of the manager

Name of the HR business partner

Date of receipt of the plan

Will / will not

Review 1: Planned date

Review 1: Held on

On track / Behind / Achieved (1)

Review 1: Copy given on

Review 2: Planned date

Review 2: Held on

On track / Behind / Achieved (2)

Review 2: Copy given on

Review 3, mid-point of a 90-day plan: Planned date

Review 3, mid-point of a 90-day plan: Held on

On track / Behind / Achieved (3)

Review 3, mid-point of a 90-day plan: Copy given on

Review 4: Planned date

Review 4: Held on

On track / Behind / Achieved (4)

Review 4: Copy given on

Review 5: Planned date

Review 5: Held on

On track / Behind / Achieved (5)

Review 5: Copy given on

Final review: Planned date

Final review: Held on

Successful / Extend / Unsuccessful (1)

Final review: Copy given on

Review number

Date of the review

Day of the plan at the review

Persons present at the review

Target 1: Level required (1)

Target 1: Position at this review, with evidence

On track / Behind / Achieved (6)

Target 1: Support given since the last review

Target 1: Agreed actions before the next review

Target 2: Level required (1)

Target 2: Position at this review, with evidence

On track / Behind / Achieved (7)

Target 2: Support given since the last review

Target 2: Agreed actions before the next review

Target 3: Level required (1)

Target 3: Position at this review, with evidence

On track / Behind / Achieved (8)

Target 3: Support given since the last review

Target 3: Agreed actions before the next review

Target 4: Level required (1)

Target 4: Position at this review, with evidence

On track / Behind / Achieved (9)

Target 4: Support given since the last review

Target 4: Agreed actions before the next review

Employee's comments at the review

Date of the next review

Date of the final review meeting

Persons present at the final review

Target 1: Level required (2)

Target 1: Achieved at the final review

Met / Partly met / Not met (1)

Target 1: Evidence

Target 2: Level required (2)

Target 2: Achieved at the final review

Met / Partly met / Not met (2)

Target 2: Evidence

Target 3: Level required (2)

Target 3: Achieved at the final review

Met / Partly met / Not met (3)

Target 3: Evidence

Target 4: Level required (2)

Target 4: Achieved at the final review

Met / Partly met / Not met (4)

Target 4: Evidence

Successful / Extend / Unsuccessful (2)

Reasons for the conclusion

Date of the completion letter

Weekly / fortnightly

Three

Date of the extension letter

Extended end date of the plan

Targets met or substantially met

Targets not yet met, with the position reached

Number of days

Extended target 1

Level required for extended target 1

Date for extended target 1

Data source for extended target 1

Extended target 2

Level required for extended target 2

Date for extended target 2

Data source for extended target 2

Additional support during the extension

Dates of the reviews during the extension

Date of receipt of the extension letter

120

Date of the meeting letter

Date of the outcome meeting

Targets not met, with the level achieved against the level required

Options under consideration, e.g. redeployment to the role of Executive, Accounts Payable, or the ending of employment

Name and designation of the decision-maker

Time and place of the outcome meeting

Date by which to seek another date

Date of the decision letter

Names of others present at the outcome meeting

Your written response was also considered / You did not give a written response

Points raised by the employee

The Company's answer to each point raised

Alternative designation and grade

Alternative department and location

Name of the new manager

Effective date of the redeployment

Unchanged / as set out in the enclosed revised terms

Date by which to accept the redeployment

Clause of the appointment letter on termination

Date of the appointment letter

Notice of the period stated there / payment of wages in lieu of that notice

Last working day

Date of the relieving letter

Appellate authority

Seven

Date of receipt of the decision letter

Before you issue a plan, check five things. (1) Performance or conduct? A plan addresses capability: the employee is trying but not reaching the standard. Refusal to do the work, deliberate slowing down or repeated negligence is conduct; use the letter of caution and final warning in this pack or the charge sheet in the Exit and IR formats. (2) Is the standard clear? The gaps must be measured against goals or a job description the employee has already seen, normally the appraisal record. (3) Category of the employee. Record whether the employee is a "worker" under s.2(zr) of the IR Code 2020, which excludes persons employed mainly in a managerial or administrative capacity and supervisors drawing wages of more than Rs 18,000 a month; it decides the route if the plan fails (Part 5). (4) Protected situations. Where the employee has a pending grievance or POSH complaint, has recently made a whistle-blower complaint, is pregnant or on maternity leave (no discharge during maternity absence, s.68 Code on Social Security 2020), or has a disability, particularly one acquired in service (the equal opportunity policy under s.21 of the Rights of Persons with Disabilities Act 2016 applies, and in a Government establishment s.20(4) bars dispensing with the employee or reduction in rank on that account), HR and legal review the plan before it issues. (5) Duration of 60 to 90 days, with a review every fortnight. A shorter plan is defensible only where the role has a short measurement cycle, such as monthly sales, and at least two full cycles fall within it.

Part 1 · Performance improvement plan

On the letterhead of [Name of the Company] · Private and confidential · Hand delivered against acknowledgement

Date: [Date of the plan] · Ref.: [Reference number of the plan]

To
[Name of the employee]
[Designation of the employee], Employee code [Employee code]
[Department of the employee]

Dear [Name of the employee],

Sub: Performance improvement plan for the period [Start date of the plan] to [End date of the plan]

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