Performance Improvement Plan Termination email template

Why does it matter?

In general, Performance Improvement Plans or PIPs are essential to help organizations manage their employees' performance. Additionally, it can give a clear view of their progress.

However, when your employee doesn't achieve the appropriate criteria, it becomes necessary to terminate their employment.

Hence, to preserve the interests of both parties, the procedure must be conducted with tact, skill, and fairness.

When to send?

You should send the email after you have identified that the employee doesn't live up to the expectations and the management has decided to terminate their employment.

The email should be addressed to the employee, their manager, and HR to ensure everyone is informed of the decision and its justifications,

What to include?

The following information ought to be included in a PIP termination email:

• The name and position of the employee
• The day that the agreement ended
• The justification for the dismissal
• A synopsis of the performance improvement plan and the areas where the employee fell short of the benchmarks required
• Details on any severance compensation or benefits that may be due to the employee A reminder of the company's non-disclosure and confidentiality policies
• Information on how to reach HR or the manager with any queries or issues

It's crucial to remember that you must write the email in a formal, respectful, and sympathetic tone.

The communication should indicate that the decision was not made lightly and that the employee may feel a range of emotions.

Template Email

Subject: Performance Improvement Plan Termination - [Employee's Name]

Dear [Employee's Name],

After careful consideration and evaluation, I regret to inform you that we have decided to terminate your employment with [Company Name], effective [Termination Date].

As you know, we initiated a Performance Improvement Plan on [PIP Start Date] to address areas where necessary improvement is needed. Despite our best efforts to support you, we have determined that you have yet to meet the requirements outlined in the plan.

We understand that this decision may disappoint you, and we want to assure you that it was not made lightly. We have explored all possible options and concluded that termination is the best course of action for you and the company.

Please note that you are entitled to [Severance Pay or Benefits, if applicable]. We will provide you with more information on this shortly.

We remind you that our policies on confidentiality and non-disparagement remain in effect. If you have any questions or concerns, please do not hesitate to contact HR or your manager.

We appreciate your contributions to the company during your tenure with us and wish you all the best in your future endeavors.

Sincerely,

[Your Name]

[Company Name]