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View full libraryNotify an employee of a final Performance Improvement Plan (PIP) meeting when performance concerns have continued despite previous discussions, support or improvement plans.
Use this template to:
-meeting-notification-letter-template-preview.jpg "Final 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>
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Final Performance Improvement Plan (PIP) Meeting
Private and Confidential
Following our previous discussions and reviews concerning your performance, I am writing to invite you to a meeting to review your progress under your Performance Improvement Plan (PIP) and discuss the areas where the required improvement has not yet been achieved.
Meeting details
| Date | [Meeting Date] |
| Time | [Meeting Time] |
| Location / joining details | [Meeting Room / Video Meeting Details] |
| Meeting chair | [Name and Job Title] |
| Other attendees | [HR Representative / Note-taker, if applicable] |
Purpose of the meeting
The purpose of the meeting is to review your performance against the objectives and standards set out in your PIP, consider
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-meeting-notification-letter-template.jpg "Final performance improvement plan (PIP) meeting notification letter template")
When an employee has not achieved the required improvement following an earlier Performance Improvement Plan (PIP), a final PIP meeting may be appropriate to review progress, understand any remaining barriers and determine the next steps. This final performance improvement plan meeting notification letter provides a clear, professional way to invite the employee to that discussion.
Use this letter where previous performance discussions, reviews or improvement plans have not resulted in the required sustained improvement. The letter should identify the concerns being reviewed and refer to relevant previous discussions, targets and support. It should not imply that dismissal or another formal outcome has already been decided.
The employee should understand what the meeting will cover, which performance standards remain unmet and what evidence will be considered. Provide enough information for the employee to prepare a meaningful response, including relevant dates, examples, targets and review records. Avoid vague allegations or introducing significant new concerns without giving the employee a fair opportunity to consider them.
Continuing performance concerns may reflect training gaps, unclear expectations, workload, equipment, health-related circumstances or other workplace factors. The meeting should provide an opportunity to explain these issues and consider whether further support, adjustments or a revised approach may be appropriate. Managers should assess the circumstances fairly rather than assuming that a lack of improvement is necessarily a lack of effort.
The letter should explain that the meeting will consider progress and appropriate next steps. Depending on the employer's procedure, the outcome may include further support, an amended improvement plan or formal action, potentially including dismissal where this is a reasonable and procedurally fair option. The employee must have a genuine opportunity to respond before a decision is reached.
By using a consistent notification letter, employers can improve preparation, maintain accurate records and support a fair, transparent performance management process. Adapt the wording to the employee's circumstances, the organisation's capability procedure and any applicable contractual or legal requirements.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Final performance improvement plan (PIP) meeting notification letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A script to guide managers in conducting performance improvement meetings.
Our Dismissal After Performance Improvement Hearing Confirmation Letter template formally confirms the decision, maintaining professionalism and outlining the terms of dismissal.
Use these best practice actions, recommended timescales and process stages to understand when and how the Final 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.
Use it when an employee has not achieved the required improvement following previous performance management steps and a further formal review is appropriate. Check the organisation's procedure before arranging the meeting.
No. The meeting should provide an opportunity to review the evidence, hear the employee's response and consider the appropriate next steps. Any outcome should be decided after considering the relevant circumstances and following the applicable procedure.
Where the meeting could result in a formal warning or other disciplinary action, a statutory right to be accompanied will generally apply. Check the purpose of the meeting, the company's procedure and the applicable legal requirements, and explain the arrangements in the letter.
Provide relevant information that explains the concerns and allows the employee to prepare, such as the existing PIP, review records, agreed targets and examples of performance against those targets. Avoid relying on evidence the employee has not had a reasonable opportunity to consider.
HRDocBox provides practical, customisable HR templates designed for UK employers, helping managers and HR teams handle performance concerns consistently and maintain clear records.
HRDocBox templates provide a structured starting point designed around practical UK HR processes and employment considerations. AI can help tailor wording, but outputs should be checked against current law, ACAS guidance, company procedures and the employee's individual circumstances.
How this content is developed and reviewed
The Final 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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