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View full libraryUse this Second Performance Improvement Plan (PIP) Meeting Notification Letter to invite an employee to a follow-up meeting to review progress against their agreed performance improvement objectives. It helps UK employers confirm the arrangements, identify the areas to be reviewed, explain the employee's opportunity to respond and set out the next steps in a fair and structured process.
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-meeting-notification-letter-template-preview.jpg "Second performance improvement plan (PIP) meeting notification letter template preview")
<p>If you are managing employee performance concerns, the toolkit brings together practical HR templates covering discussions, improvement plans, reviews and outcomes.</p>
A second PIP meeting is an opportunity to assess whether an employee is making the required progress against the performance objectives agreed at the first meeting. It should provide a structured opportunity to review evidence, recognise improvements, discuss outstanding gaps and determine what support may be needed.
This resource is intended for managers and HR professionals who need to arrange a follow-up performance review and communicate the purpose of the meeting clearly. It should be adapted to the employee's existing PIP, the organisation's capability procedure and the level of formality appropriate to the circumstances.
The invitation should refer to the existing PIP and identify the objectives that will be reviewed. Where performance remains below the required standard, the employer should explain the relevant areas of concern and, where appropriate, provide supporting examples or performance information before the meeting.
Managers should assess performance against the objectives, standards and timescales previously communicated. If targets, responsibilities, resources or working arrangements have changed, these factors should be considered rather than treating the original targets as automatically decisive.
The employee should have reasonable notice of the meeting and enough information to prepare. They should be invited to explain their progress, identify barriers, provide relevant evidence and raise any concerns about the support or resources available to them.
Where disability, health, workload, training, unclear instructions or other circumstances may have affected performance, managers should consider the information carefully and seek HR advice where appropriate. Reasonable adjustments may be required in some circumstances.
The meeting may result in confirmation that objectives have been met, continued monitoring, additional support, revised objectives or a reasonable extension to the PIP. If performance has not improved sufficiently, the employer may need to consider the next stage of its capability procedure.
The possible consequences should be communicated accurately and consistently with the existing PIP and company policy. If the meeting could result in a formal warning or other disciplinary action, it should be arranged and conducted under the appropriate formal procedure, including any applicable right to be accompanied.
After the meeting, record the evidence considered, the employee's explanation, support offered, decisions made and agreed review dates. Share the relevant record with the employee and explain what is expected before the next review.
A fair PIP process should be focused on helping the employee achieve the required standard. Any decision to escalate the matter should be based on the evidence, the support provided, the employee's circumstances and the applicable procedure, rather than being predetermined before the meeting.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Second Performance Improvement Plan Review Meeting
Private and Confidential
Further to our previous discussions and the Performance Improvement Plan (PIP) meeting held on [Date of First PIP Meeting], I am writing to invite you to a second review meeting to discuss your progress against the performance improvement objectives agreed with you.
Meeting details
| Date | [Meeting Date] |
| Time | [Meeting Time] |
| Location / Meeting Link | [Location or Online Meeting Details] |
| Meeting Chair | [Manager Name and Job Title] |
| Other Attendees | [Names and Roles, Including HR Representative if Applicable] |
Purpose of the meeting
The purpose of this meeting is to review your progress against the objectives set out in your PIP, discuss any improvements achieved and consider any
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-meeting-notification-letter-template.jpg "Second performance improvement plan (PIP) meeting notification letter template")
A second PIP meeting is an opportunity to assess whether an employee is making the required progress against the performance objectives agreed at the first meeting. It should provide a structured opportunity to review evidence, recognise improvements, discuss outstanding gaps and determine what support may be needed.
This resource is intended for managers and HR professionals who need to arrange a follow-up performance review and communicate the purpose of the meeting clearly. It should be adapted to the employee's existing PIP, the organisation's capability procedure and the level of formality appropriate to the circumstances.
The invitation should refer to the existing PIP and identify the objectives that will be reviewed. Where performance remains below the required standard, the employer should explain the relevant areas of concern and, where appropriate, provide supporting examples or performance information before the meeting.
Managers should assess performance against the objectives, standards and timescales previously communicated. If targets, responsibilities, resources or working arrangements have changed, these factors should be considered rather than treating the original targets as automatically decisive.
The employee should have reasonable notice of the meeting and enough information to prepare. They should be invited to explain their progress, identify barriers, provide relevant evidence and raise any concerns about the support or resources available to them.
Where disability, health, workload, training, unclear instructions or other circumstances may have affected performance, managers should consider the information carefully and seek HR advice where appropriate. Reasonable adjustments may be required in some circumstances.
The meeting may result in confirmation that objectives have been met, continued monitoring, additional support, revised objectives or a reasonable extension to the PIP. If performance has not improved sufficiently, the employer may need to consider the next stage of its capability procedure.
The possible consequences should be communicated accurately and consistently with the existing PIP and company policy. If the meeting could result in a formal warning or other disciplinary action, it should be arranged and conducted under the appropriate formal procedure, including any applicable right to be accompanied.
After the meeting, record the evidence considered, the employee's explanation, support offered, decisions made and agreed review dates. Share the relevant record with the employee and explain what is expected before the next review.
A fair PIP process should be focused on helping the employee achieve the required standard. Any decision to escalate the matter should be based on the evidence, the support provided, the employee's circumstances and the applicable procedure, rather than being predetermined before the meeting.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Second performance improvement plan (PIP) meeting notification letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
If you have concens about the performance of an employee, use this model form template to capture the improvement required, and agree and plan the timescale.
A script to guide managers in conducting performance improvement meetings.
Use these best practice actions, recommended timescales and process stages to understand when and how the Second performance improvement plan (PIP) meeting notification letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
The meeting reviews the employee's progress against the objectives agreed in the original PIP. It provides an opportunity to discuss achievements, outstanding performance gaps, barriers to improvement and any further support or action required.
There is no single statutory notice period for every routine PIP review. Give reasonable notice in line with company policy and the circumstances, and allow sufficient time for the employee to prepare. If the meeting is a formal disciplinary hearing, follow the applicable procedure and provide enough information and preparation time for a fair response.
There is not normally a statutory right to be accompanied at an informal PIP review, although company policy or contractual terms may provide one. If the meeting could result in a formal warning or other disciplinary action, the statutory right to be accompanied applies to a qualifying formal disciplinary hearing. Make the meeting's purpose clear in the invitation and check the policy with HR.
Consider the extent of progress, the reasons for any shortfall, the support provided and whether the objectives and timescales were reasonable. Depending on the circumstances and the company procedure, next steps may include additional support, a reasonable extension or formal capability action. Do not assume that dismissal or a warning is automatic.
HRDocBox provides practical, customisable HR resources designed to help UK employers manage performance and employee relations consistently. This template provides a structured invitation that can be aligned with the employee's existing PIP, while prompting managers to prepare relevant evidence and clarify the purpose of the meeting.
HRDocBox provides a ready-to-adapt structure with practical process reminders. AI can help tailor the wording, but the employer must still check the existing PIP, performance evidence, company procedure and the employee's individual circumstances. The letter should reflect the actual meeting and must not imply that a formal outcome has already been decided.
How this content is developed and reviewed
The Second performance improvement plan (PIP) meeting notification letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing performance improvement HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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