Free tool

PIP Response Letter Template

FairWorkMate

Before you write back — a few things worth knowing

A PIP is not, by itself, a dismissal. But it often becomes one. Your response sets the record from the start.
Acknowledge — don't agree. Confirming you received the PIP is not the same as accepting that the performance concerns are correct.
Ask for specifics in writing. Vague concerns (“attitude”, “communication”) are hard to fix. Specific, measurable targets are.
Bring a support person to PIP meetings. They're not your advocate, but they can take notes and witness what was said.
If the PIP came soon after you raised a workplace right (a complaint, a leave request, a pay query), the timing matters under general protections (Part 3-1 Fair Work Act 2009).
This template is hedged and constructive on purpose. It's not a warning shot — it's a record.

Your details

Your nameYour role titleYour addressEmailPhone

Who you're addressing the letter to

Manager / HR contact nameThe person who issued or signed off the PIP.Their titleEmployer nameEmployer address

The Performance Improvement Plan

Date you received the PIPPlan duration (weeks)Typical PIPs run 4–12 weeks.

I have the full written PIP documentIf unchecked, the letter will request the full plan in writing.The PIP sets out specific, measurable targetsIf unchecked, the letter will request specific measurable targets.The PIP sets out the support / training I'll receiveIf unchecked, the letter will request a written support plan.

How would you like the letter to read?

Neutral acknowledgement (recommended)

Acknowledges the PIP without agreeing the concerns are correct. Asks for the specifics in writing. Most employees should start here.

Engaged and constructive

You want to make the plan succeed. Acknowledges in good faith, focuses on the support, training and clarity needed to give it a fair go.

Disputes the basis

You disagree with the underlying performance concerns. Records that on the file, while still engaging with the process. Reserves general-protections rights more directly.

Optional add-ons

Request a support person at PIP meetingsYou have the right to bring a support person (not advocate) to formal meetings — recommended.Flag a concern about timing (general-protections context)Tick if the PIP closely followed you exercising a workplace right (raising a complaint, taking leave, asking about pay).