Performance improvement plan (PIP) outcome no further action letter template
5 mins to read, 10 mins to prep
1 A4 page / c.126 words
Reviewed 1 September 2025
Performance improvement plan (PIP) outcome no further action letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Performance Improvement Procedure - [second | third] meeting
I refer to our recent discussions held on [date of last Performance Improvement Plan meeting] when we discussed your continuing performance in your role during the [first | second] formal review period, which ran from [date]
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Purpose
A Performance Improvement Outcome No Further Action Letter is sent to an employee who has previously received a Concern about Performance Letter, but has since improved their job performance to meet the required standards.
The purpose of this letter is to confirm that the employer has reviewed the employee's performance and has determined that no further action is required at this time. It serves as a positive outcome and acknowledges the employee's efforts to improve their performance.
The letter may also include details about the specific areas where the employee has improved, and may offer feedback or suggestions for ongoing development and growth in their role. It may also emphasise the importance of maintaining a high level of performance and continuing to meet the required standards.
Overall, a Performance Improvement Outcome No Further Action Letter is a positive and encouraging document that recognises an employee's efforts to improve their job performance and provides confirmation that their performance is now meeting the required standards. It can help to reinforce positive behaviours and motivate employees to continue striving for excellence in their work.
Direction:Global (check local legislation)
Workflow window
Check what resources come before or after this step to understand the workflow.
Performance Improvement plan (PIP) meeting script
A script to guide managers in conducting performance improvement meetings.
Practical example
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Scenario: Outcome of Third Performance Improvement Plan (PIP) Meeting at TechWorks Limited
TechWorks Limited, a technology solutions provider, has been working with one of its employees, Mark, on a Performance Improvement Plan (PIP) to address performance concerns in his role as a software developer. After several months of dedicated efforts and support from his manager, Sarah, and the HR department, Mark has made significant improvements in his performance. As a result, the outcome of the third PIP meeting concludes with no further action required.
Context
Mark, a software developer at TechWorks Limited, has been struggling to meet performance expectations in his role. Concerned about his declining performance, his manager, Sarah, initiated a Performance Improvement Plan (PIP) to provide him with structured support and guidance to address the identified issues.
Outcome of the Third PIP Meeting
During the third PIP meeting, Sarah and Mark, along with HR representative Emma, reviewed the progress made since the initiation of the PIP. Mark demonstrated a clear understanding of the feedback provided in previous meetings and had taken proactive steps to implement the suggested improvements.
Mark presented evidence of his improved performance, including successfully meeting project deadlines, producing high-quality code with fewer errors, and actively participating in team meetings and discussions. He also shared examples of his proactive approach to seeking assistance and collaborating with team members to overcome challenges.
Sarah and Emma acknowledged Mark's efforts and improvements, commending him for his dedication and perseverance throughout the PIP process. They reassured Mark that his progress had been noted and that no further action under the PIP was required at this time.
Drafting the Letter
Following the third PIP meeting, Sarah drafted a personalised letter to Mark to formally communicate the outcome of the meeting. The letter expressed appreciation for Mark's commitment to his improvement and highlighted the positive progress he had made since the start of the PIP.
Sending the Letter
Once the letter was finalised, Sarah sent it to Mark via email and arranged a follow-up meeting to discuss next steps and provide ongoing support. The letter served as a positive reinforcement of Mark's achievements and provided clarity on the conclusion of the PIP process.
