Performance improvement plan outcome, Claims Handler, Harrow and Vale Insurance
Performance improvement plan outcome letter after a partial pass
A performance improvement plan outcome letter records the result against each target and the decision: closed, extended or moved to the next stage. This one page letter from an insurer tells a claims handler she met two of three objectives and extends the plan by 30 days for the third only.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Masthead letterhead
- The insurer's name, claims centre address and people email.
- Addressee and subject
- Private and confidential, the employee and the plan's outcome.
- Opening
- When the plan ended, the review meeting and the headline result.
- Results table
- Three objectives with target, figure reached and result.
- The decision
- A 30 day extension for the unmet objective only, and why.
- Support and final review
- Weekly check ins, blocked diary time, the final date and what closing means.
- Signature block
- The claims manager's name and title.
The paragraph each outcome needs
A closed plan needs one paragraph: the targets were met, the plan is closed, normal reviews resume on a date, and thanks for the effort. An extended plan needs three: which objectives are closed and which remain, the new date and measure, and what support continues. A move to the next stage needs the most care: the targets missed with figures, the support that was given, the name of the next step in the employer's procedure, the date of the meeting, and the right to bring a support person. Workplace advisory bodies stress that each stage should follow the process the employee was told about at the start.
A decision table for the end of a plan
If every target is met, close the plan. If most targets are met and the missed one moved strongly in the right direction, extend for that target only. If targets were missed and the support was given as promised, move to the formal procedure. If targets were missed because the promised support did not happen, extend the whole plan and deliver the support, because a decision taken on a plan the employer did not keep is hard to defend. This letter sits in the second row.
How to adapt this document
Copy the objectives exactly as they were written in the original plan letter, then enter the figure reached and a one word result for each. Choose the outcome from the decision table and write only that outcome's paragraphs. If you extend, keep the extension short and specific, and say what support continues. If you close the plan, delete the decision paragraph and add the date normal reviews resume. If you move to the formal procedure, add the meeting date, who will attend and the right to a support person.
What makes this document work
Every objective gets a line
The table shows each target beside the figure reached: 88 percent against 85, 93 against 90, and 81 against 95 in a tinted row. The employee sees two clear passes recorded, not only the miss, which matters for how the extension is received.
The extension is narrow
Only the file notes objective is extended, by 30 days to 30 October, and the other two are closed as met. The letter explains why: she started at 64 percent and the remaining gap is mostly notes made the morning after a late call, a specific and fixable habit.
Closing is defined
If file notes reach 95 percent, the plan closes and the normal six monthly review cycle resumes. If not, the performance procedure is discussed. One sentence each, so the employee knows exactly what 30 October decides.
Questions people ask
What are the possible outcomes of a PIP?
There are three. The plan closes because the targets were met and normal reviews resume. The plan is extended, usually once and for a defined part, because progress is real but incomplete. Or the employer moves to the next stage of its performance or capability procedure, which may involve a warning. The outcome letter should state which, and why, against the targets set at the start.
Can a performance improvement plan be extended?
Yes, and a focused extension is often fairer than either outcome at the end of the original period. Extend once, for the objectives still open, with a new date and the same measure. Repeated extensions suggest the targets or the support were wrong, and leave the employee in limbo, so if a second extension seems needed, revisit the plan itself.
Does passing a PIP remove it from my file?
The plan and its outcome usually stay on the personnel file as a record, but a passed plan should be treated as closed and not count against the employee in future. Some employers state a period after which a closed plan is no longer considered. If yours does not, it is reasonable to ask for the outcome letter to say the plan is closed.
Who should be at the PIP outcome meeting?
The manager who ran the plan and the employee, with the employee's support person if they want one. HR may attend where the outcome is a move to the formal procedure. Give the outcome in the meeting, then send the letter the same day so the result and the next step are in writing while the conversation is fresh.
What if the employee disagrees with the PIP outcome?
Let them say so in the meeting and in writing, and attach their comments to the file. If the disagreement is about the data, check it; a mistake in the figures is easy to correct and costly to ignore. If it is about the decision, explain how to raise a grievance or appeal under your procedure.
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Sources
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