Dismissal after performance improvement plan (PIP) hearing confirmation letter template

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Our Dismissal After Performance Improvement Hearing Confirmation Letter template formally confirms the decision, maintaining professionalism and outlining the terms of dismissal.

Why this letter is necessary

A Dismissal after Performance Improvement Hearing letter is a formal written communication from an employer to an employee, informing them that their employment is being terminated due to ongoing performance issues, following a performance improvement hearing.

The letter typically outlines the reasons for the decision, including the specific performance issues that have not been satisfactorily addressed despite the employee being given the opportunity to improve. It may also include details of any warnings or feedback that have been given to the employee during the performance improvement process.

The letter should also confirm the date on which the employment will be terminated, and any outstanding entitlements, such as pay in lieu of notice or severance pay. It should also provide information on any right to appeal the decision, and the process for doing so.

The purpose of the letter is to ensure that the employee understands the reasons for the decision and to provide a clear record of the decision and the process followed. It is important that the letter is written in a clear and concise manner, and that all relevant legal requirements have been met.

An employer can dismiss an employee fairly if they have given the employee reasonable opportunities and support to improve their performance, but the employee has not shown sufficient improvement.

Before dismissing an employee for performance-related reasons, it is important to follow a fair and reasonable procedure. This includes giving the employee clear and specific feedback on their performance, setting out the standards they are expected to meet, and providing them with support and training to help them improve.

It is also important to give the employee sufficient time to improve their performance, and to document any performance concerns and discussions in writing. If the employee is still not meeting the required standards, the employer may need to consider formal disciplinary action, such as issuing warnings, before proceeding with dismissal.

When considering dismissal for performance-related reasons, it is important to ensure that the decision is reasonable, proportionate, and consistent with the employer's policies and procedures. The employer should also take into account any mitigating circumstances, such as the employee's length of service, their disciplinary record, and any personal or health issues that may be affecting their performance.

If an employer dismisses an employee for performance-related reasons without following a fair and reasonable procedure, or without giving the employee sufficient opportunities and support to improve, the dismissal may be considered unfair and the employee may be able to bring a claim for unfair dismissal.

Workflow sequence

Previous step
Final performance improvement plan (PIP) meeting notification letter template

Use this model letter to arrange the final formal performance improvement plan meeting after the second meeting has not led to any progress.

This step
Dismissal after performance improvement plan (PIP) hearing confirmation letter template
Next step
Dismissal appeal letter template

If you wish to appeal against your dismissal, send this model letter template to your previous employer.


Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
218 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 July 2024
dismissal after performance improvement plan (pip) hearing confirmation letter template

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Your dismissal

Following our recent performance improvement hearing on [date], I regret to inform you that we have decided to terminate your employment due to your failure to meet the required standard of performance despite reasonable efforts made to support you.

As we discussed during the hearing, your job performance has fallen below the expected level, and we have made significant efforts to support you to improve. We provided you with clear performance expectations, regular feedback, and opportunities for training and support. Despite our efforts, your performance has not improved to the required level, and we have no choice but to terminate your employment.

Your last day of employment will be [date], and you will be paid in lieu of notice in accordance with your contract of employment. You will also be entitled to any outstanding payments or benefits, which will be calculated and paid to you in due course.

I understand that this may be a difficult time for you, and I want to assure you that we have not taken this decision lightly. We have followed a fair and thorough performance improvement process and have documented each step taken to support you.

I would like to take this opportunity to thank you for your contributions to the company and wish you all the best in your future endeavours.

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You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.


Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]


[For, and on behalf of [Company name] ]

Why choose our Dismissal after performance improvement plan (PIP) hearing confirmation letter template?

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Is easy to edit and execute, with comprehensive implementation guidance.
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