This article discusses the purposes of an employment verification letter and how to write one, and provides a free, customizable template to help you write employment verification letters whenever you need to.

Contents
What is an employment verification letter?
What’s the purpose of an employment verification letter?
Employment verification letter template: Key elements
Free employment verification letter template
5 steps to write an employment verification letter
5 sample employment verification letters
Best practices for writing an employment verification letter

 What is an employment verification letter?

An employment verification letter confirms an employee’s job status. HR typically issues it when an employee needs proof of employment for a loan, visa, rental agreement, or background check. The letter includes job title, employee tenure, and sometimes, salary.

Employers may also use it to confirm past or current employment without extra details. This document is essential for professional, legal, and financial situations that require proof of employment or income.

What’s the purpose of an employment verification letter?

Also called a proof of employment letter, this document confirms a job status for official and personal needs. Employers, HR, or financial institutions use it to verify job title, salary, and employment duration.

Here are some common reasons an employee may need an employment verification letter:

Green card application (family- or employment-based)

When applying for a family-based or employment-based green card, applicants must provide financial proof that they can support themselves or that their sponsor can support them. An employment verification letter confirms the job stability and income of the relevant party, strengthening the application​.

Visa application (tourist, work, or temporary business visa)

Many countries require proof of employment when processing work, tourist, or business visa applications. An employment verification letter helps demonstrate that the applicant has strong ties to their home country, reducing concerns about non-residents overstaying​.

New job opportunities

Potential employers often request employment verification from candidates’ former employers to confirm job details, responsibilities, and tenure. This serves as additional proof of work history, especially for roles that require specific expertise and experience​.

Loan or mortgage application

Banks and financial institutions often require proof of employment when assessing loan or mortgage applications. The letter reassures lenders that the applicant has a stable source of income and, as such, is capable of meeting repayment obligations​.

Property rental applications

A landlord or property manager may request an employment verification letter to confirm an applicant’s employment status and income stability before approving a rental agreement with them. This is to ensure the tenant can afford to pay the rent each month.

Employment verification letter template: Key elements

Using a standardized template to help you write employment verification letters can help speed up the process while ensuring consistency and accuracy. A good employment verification letter template should include the following key elements:

Employee details

This section covers fundamental information on the employee whose employment needs verification. It typically includes:

• Employee’s full name
• Department (if applicable)
• Job title
• Date of joining the company.

Including these details allows the requesting party to accurately verify the employee’s identity and relevant employment information.

Employer details

The letter must also contain the employer’s details in order to be verified. These details include:

• Company name
• Company address
• Official contact information (phone number and/or email address).

Providing complete employer details helps establish the letter’s authenticity and allows for further verification if needed.

Employment details

This section outlines the key details of the employee’s employment, including:

• Employment start date
• Employment type (full-time, part-time, contract, etc.)
• Salary information (only include if the requesting party requires it).

These details give a comprehensive overview of the employee’s role and work arrangement in the organization.

Purpose of the letter

Clearly state the reason for issuing the letter. Common purposes include:

• Confirmation for immigration applications (green card, visa)
• Verification for loans or mortgage applications
• Proof of employment for prospective employers
• Employment confirmation for rental agreements.

Specifying the purpose ensures the letter meets the requirements of the requesting entity and helps avoid unnecessary revisions.

Signature and company stamp

To authenticate the document, the letter should be signed by an HR representative or other authorized personnel from the company issuing it. It should include:

• Signature from the relevant party
• Printed name and designation of the signer
• Company stamp or official seal (if required)

A signed and stamped letter enhances credibility and formalizes the document for official use.

Free employment verification letter template

AIHR has developed its own customizable employment verification letter template, which you can download for free at the link below.

5 steps to write an employment verification letter

When writing an employment verification letter, observe the following steps to ensure clarity, accuracy, and compliance:

Step 1: Use a professional tone and clear language

Keep the letter formal and professional. Avoid overly casual language, as it can make your organization look unprofessional. However, you should also make sure the language you use in the letter is straightforward and easy to understand. This helps minimize confusion and delay in the process.

Step 2: Focus on relevant details

Provide essential employment details, including the employee’s full name, designation and department, employment start date (and end date, if applicable), and employment type (full-time, part-time, contract, etc.). Only include salary information if the recipient has specifically requested it.

Step 3: Keep the letter concise and structured

Organize the letter well and limit it to no more than one page. A simple employment verification letter does not need to be lengthy but should be short and to the point. Use clear, concise, and informative headings and short paragraphs to enhance clarity and readability.

Step 4: Follow a standard template

A template provides a consistent format that ensures clarity and credibility. Your template structure should include details for both employees and employers, an employer’s statement verifying the employment in question, the letter’s purpose, an authorized party’s signature, and the company stamp (if required).

Step 5: Avoid unnecessary personal information

Omit private or sensitive information about the employee. This includes their medical history, the reasons for their resignation or termination of employment contract, and personal opinions of their performance during their tenure. While a medical condition or the reason for the employee leaving may be relevant, only include such details if explicitly required.

5 sample employment verification letters

Below are five sample employment verification letters that cover different scenarios you might have to write such letters for:

Sample 1: Employment verification letter for an outgoing employee applying for a new job

[Company Letterhead]
[Company Name]
[Company Address]
[Date]

To Whom It May Concern,

This letter serves as a confirmation of employment for [Employee’s Full Name], who has been employed at [Company Name] since [Start Date]. [Employee’s Name] currently holds the position of [Job Title] in the [Department Name] and is set to complete their employment on [Last Working Day] following their resignation.

During their tenure, [Employee’s Name] has been a dedicated and professional member of our team. While we regret their departure, we confirm their employment details for verification purposes by prospective employers.

Should you require further information, please do not hesitate to contact us at [HR Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Sample 2: Employment verification letter for a former employee applying for a new job

[Company Letterhead]
[Company Name]
[Company Address]
[Date]

To Whom It May Concern,

This letter is to verify that [Former Employee’s Full Name] was employed at [Company Name] from [Start Date] to [End Date]. During their time with us, they held the position of [Job Title] in the [Department Name].

We confirm that [Former Employee’s Name] left the company in good standing. Please note that this letter solely confirms their employment verification and does not serve as a testimonial on their job performance.

Should you require further details, you may contact us at [HR Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Sample 3: Employment verification letter for a current employee applying for a loan or mortgage

[Company Letterhead]
[Company Name]
[Company Address]
[Date]

To Whom It May Concern,

This letter confirms the employment status of [Employee’s Full Name], who has been employed with [Company Name] since [Start Date]. They currently hold the position of [Job Title] and are a [Full-time/Part-time/Contract] employee.

Their current annual salary is [Salary Amount], and they are paid [weekly/monthly/biweekly]. This verification is being provided at the request of [Bank/Lender Name] for the purpose of processing a loan/mortgage application.

Should you need further information, please contact us at [HR Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Sample 4: Employment verification letter for a current employee applying for a visa

[Company Letterhead]
[Company Name]
[Company Address]
[Date]

To Whom It May Concern,

This letter is to confirm that [Employee’s Full Name] has been employed with [Company Name] since [Start Date] and currently holds the position of [Job Title]. They are employed on a [full-time/part-time] basis and receive an annual salary of [Salary Amount].

This verification is being provided in support of their [visa application/immigration request/work permit application]. [Employee’s Name] remains in active employment, and we foresee no changes to their employment status at this time.

If you require any additional details, please contact us at [HR Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Sample 5: Employment verification letter for an employee applying to rent a property

[Company Letterhead]
[Company Name]
[Company Address]
[Date]

To Whom It May Concern,

This letter serves as verification of employment for [Employee’s Full Name], who is currently employed at [Company Name] as a [Job Title] in the [Department Name]. [Employee’s Name] has been working with us since [Start Date], and their employment status is [full-time/part-time/contract].

As of today, their gross annual salary is [Salary Amount], and they receive their wages on a [weekly/monthly/biweekly] basis. This letter is provided upon request for their rental application purposes.

Should further verification be required, please feel free to reach out to us at [HR Contact Information].

Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Best practices for writing an employment verification letter

As an HR professional, drafting an employment verification letter requires attention to detail, professionalism, and legal compliance. The following best practices ensure each letter serves its purpose effectively:

• Stay updated on labor laws and privacy regulations: Ensure compliance with local labor and privacy laws. Some regions restrict sharing salary history or termination reasons without consent. Consult legal or compliance teams before issuing letters in sensitive cases.
• Be mindful of third-party requests: Confirm the legitimacy of the requester before issuing a letter. If unsure, double-check with the employee, and require employees to request verification through HR.
• Keep a record of the letter: Always retain a copy of the employment verification letter in the employee’s HR file for future reference, compliance checks, or legal protection. Be sure to store records in a secure HR database.
• Confirm details and proofread before sending: Verify names, job titles, employment dates, and salary (if required). Mistakes can cause delays or legal issues, so be sure to have the relevant HR personnel review letters before sending.
• Protect employee confidentiality: Be cautious when handling requests over the phone or email. Ensure the employee has authorized the verification request, and require them to submit a signed request form before you issue a verification letter.

To sum up

An employment verification letter plays a big role in helping employees secure loans, rent homes, apply for visas, or land new jobs. By providing clear, accurate details, you’re giving them the proof they need to move forward with important life decisions.

As an HR professional, you’re also responsible for handling these requests efficiently while protecting employee data. Using standardized templates, verifying third-party requests, and keeping records can make the process smoother and more secure. Doing so reflects positively on your organization, reinforcing professionalism and trust.

The post [Free] Employment Verification Letter Template and Samples To Write a Professional Letter appeared first on AIHR.

As an HR professional, you should be able to recognize a hostile work environment so you can help affected employees and help your company build a respectful, inclusive workplace. This article discusses what makes a hostile work environment, how to spot the signs, and offers relevant examples to increase your awareness of such issues.

Contents
What is a hostile work environment?
The differences between a hostile and toxic work environment
The impact of a hostile work environment
11 signs of a hostile work environment and how to handle them
23 examples of hostile work environments

What is a hostile work environment?

The legal definition of a hostile work environment is one where an employee directs unwelcome conduct at a colleague based on race, gender, age, religion, disability, or sexual orientation. This behavior is so severe or pervasive it prevents people from working harmoniously and disrupts business.

Such behavior — whether through bullying, persistent harassment, micromanagement, or gossip — disrupts productivity and violates laws like Title VII (U.S.), the Equality Act (UK), the Human Rights Act (Canada), and the Fair Work Act (Australia). HR and management must address these issues promptly to avoid legal and reputational damage.

The differences between a hostile and toxic work environment

The impact of a hostile work environment

A hostile environment leaves employees stressed, insecure, and burned out. It erodes self-confidence, damages mental health, and may even push some toward unhealthy coping methods.

For the organization, constant stress reduces productivity and creativity, increases absenteeism, and leads to higher turnover. This, in turn, forces costly recruitment and training and can attract legal penalties — further tarnishing the company’s reputation and affecting its ability to attract top talent.

11 signs of a hostile work environment and how to handle them

What makes a hostile work environment? Below are 11 signs to watch out for, as well as tips on how to handle each one:

1. Persistent harassment/bullying: Ongoing unwanted behavior that negatively affects an employee’s wellbeing, and continues despite objections or warnings. This can include insults, intimidation, repeated offensive jokes or remarks, or quid pro quo harassment.
   
   → Solution: Document incidents thoroughly, confront those responsible for the behavior, and enforce a zero-tolerance policy. Additionally, provide anti-harassment training and set up a reporting system (if the organization doesn’t have one yet).

2. Discriminatory behavior: Unfair treatment based on protected characteristics like race, gender, age, or disability that leads to biased hiring, promotion, or workplace interactions.
   
   → Solution: Offer support to affected parties, enforce corrective measures, and set up anonymous reporting channels. Discuss allegations and legal consequences with offenders and implement corrective measures like diversity training or disciplinary action.

3. Exclusion or lack of transparency: Withholding key information, setting unclear expectations, or spreading misinformation.
   
   → Solution: Initiate open discussions, stress the importance of clear communication (especially if the offending party is a manager), and hold regular meetings with anonymous feedback options.

4. Fear-based management: Employees rarely voice their opinions because they fear public reprimands from superiors or other negative consequences on their careers.
   
    → Solution: Encourage anonymous reporting, ensure psychological safety, train leaders and managers on emotional intelligence, and maintain an open-door policy.

5. Micromanagement and controlling behavior: Excessive managerial oversight that stifles employee autonomy and confidence.
   
   → Solution: Coach or mentor employees to boost their confidence and train managers in trust-based leadership. Advise them to set explicit work expectations and allow employees more flexibility and autonomy. 

6. Retaliation against employees who speak up: Punishing employees for reporting misconduct by reducing their responsibilities or isolating them from others.
   
   → Solution: Assure affected employees of protection, document their complaints, and investigate their allegations. Additionally, enforce strict anti-retaliation policies, and train leadership on whistleblower protection. 

7. Unfair workload distribution: Uneven task assignments or clear favoritism from managers or leaders toward employees.
   
    → Solution: Review and adjust workloads fairly, train supervisors on equitable delegation, and set realistic expectations. Also, use tools to monitor workload, and set fair performance evaluation criteria. 

8. Gossiping and perpetuating office politics: Malicious gossip and backstabbing that disrupt team cohesion.
   
   → Solution: Address conflicts directly, confront those spreading rumors, promote professional communication, and encourage team-building activities to foster a culture of transparency and mutual respect. 

9. Burnout and unreasonable work hours: Constant overtime and exhaustion among employees.
   
   → Solution: Implement realistic workloads and deadlines, offer flexible work options, enforce limits on overtime, and promote work-life balance. 

10.  Inconsistent or unfair discipline: Uneven enforcement of rules that lead to inconsistent, biased consequences.
    
    → Solution: Conduct an investigation to address grievances and ensure a fair appeal process. Additionally, train supervisors for unbiased enforcement, and standardize disciplinary procedures.

11. Prevention of career growth: Lack of training and promotion opportunities that leave employees feeling stuck professionally.
    
    → Solution: Conduct one-on-one career development meetings with employees to understand their goals and train managers to provide constructive feedback. At the same time, clarify promotion opportunities and offer skill-building programs to support growth.

23 examples of hostile work environments

Here are 23 examples of hostile work environments to help you spot the signs:

Discrimination

Workplace discrimination happens when employees receive unfair treatment based on factors like ethnicity, nationality, gender, age, sexual orientation, or disability. This can create a hostile work environment where individuals feel unsafe, disrespected, or excluded.

Example 1: Racial discrimination

An employee from a minority ethnic group repeatedly gets the least desirable tasks despite having the same qualifications as their peers. Their manager also overlooks them for promotions while less experienced colleagues advance. Additionally, their co-workers make offensive jokes about their race, creating an environment of disrespect and fear.

Example 2: Gender discrimination

A female employee receives lower pay than her male colleagues for the same role and performing the same tasks. Her superiors also consistently overlook her for promotions, indicating a lack of professional growth and development and an unequal work environment. 

Example 3: Age discrimination

Leadership has pressured a senior executive to retire early because they want to hire younger workers. They frequently tease this executive about being ‘too slow with technology’ and don’t offer them tech upskilling opportunities, making them feel undervalued and alienated. 

Example 4: Disability discrimination

An employee with a disability has requested an ergonomic chair so they can feel more comfortable and concentrate on their work more. However, their manager denies the request without explaining why. Coworkers also give dismissive opinions about the employee’s condition, making the employee feel uncomfortable and unwelcome.

Bullying

Bullying happens when there is mistreatment, intimidation, or exclusion of an employee repeatedly, resulting in a toxic workplace environment.

Example 5: Exclusionary behavior

A manager excludes a new employee from team meetings and team-building activities, making it difficult for them to develop rapport with the rest of the team. The new employee feels isolated and demotivated.

Example 6: Undermining work performance

A manager intentionally withholds critical resources or information from an employee. When the employee fails in their tasks as a result, they are publicly criticized instead of providing guidance. This humiliation affects the employee’s confidence and reputation. 

Example 7: Spreading malicious rumors

A group of employees spread false rumors about a colleague’s personal life, creating a toxic atmosphere. The targeted employee feels anxious and humiliated, affecting their mental health and job performance. 

Example 8: Public humiliation

A manager often publicly ridicules an employee and belittles their performance. This ongoing humiliation leads to stress and low morale, making the employee hesitant to join team discussions and affecting the quality of their work.

Harassment

Harassment involves repeated unwelcome conduct that creates an intimidating, hostile, or offensive work environment.

Example 9: Sexual harassment

A manager makes inappropriate comments about an employee’s appearance and repeatedly asks them out despite their explicit rejections. The employee feels unsafe and uncomfortable, impacting their ability to work.

Example 10: Persistent verbal abuse

The manager constantly shouts at, insults, and makes insulting remarks about an employee, making them feel constantly uncomfortable and stressed.

Example 11: Slurs and inappropriate jokes

An employee often receives sexist, racist, or homophobic jokes from colleagues despite having repeatedly asked them to stop. The employee has reported the incident to management, who dismisses the situation as “just office banter”. This creates an unsafe, uneasy environment for marginalized employees.

Example 12: Stalking or excessive monitoring

A manager obsessively tracks employees’ movements, constantly checks their computer activity, and micromanages their tasks. This extreme surveillance creates a suffocating and anxiety-inducing environment for the employee.

Threats

Verbal or written threats, even implied threats, create fear and instability. They make employees feel unsafe in their working relationships and overall careers.

Example 13: Threatening job security

A manager repeatedly tells employees they could be fired at any time if they don’t follow orders, which is unreasonable. This causes extreme stress and discourages employees from expressing their concerns.

Example 14: Intimidation through physical gestures

An employee aggressively slams their fist on their desk or invades colleagues’ personal space during disagreements, making others feel threatened and unsafe.

Example 15: Blackmail or coercion

A supervisor threatens to reveal personal information about an employee unless they follow the unethical requests. This manipulation creates a fearful and toxic environment.

Example 16: Retaliatory threats

Employees who raise concerns about discrimination are told that reporting the issue will “ruin their career.” This discourages employees from speaking up against workplace misconduct, perpetuating a toxic work environment.

Physical violence

Any form of physical aggression in the workplace creates an immediate hostile and unsafe environment. It can result in physical injury to targets of such behavior and place the company at risk of legal action for not maintaining a safe workplace.

Example 17: Physical assault

A disagreement between colleagues escalates into grabbing, pushing, and hitting. This violent behavior creates a fearful environment and potential legal repercussions for the employer.

Example 18: Throwing objects in anger

A manager frequently throws office supplies in frustration, narrowly missing employees. This aggressive behavior creates an intimidating work atmosphere, even if no one is injured.

Example 19: Destroying personal property

An employee damages a colleague’s belongings (e.g., deleting essential work files or vandalizing their workspace) as an act of hostility or revenge for a disagreement or perceived slight. This destruction contributes to a toxic environment and could result in legal action.

Retaliation

Retaliation happens when an employer punishes an employee for engaging in legally protected activities, such as reporting workplace misconduct or contributing to an HR investigation. 

Example 20: Demoting or reassigning employees unfairly

After an employee files a complaint about workplace discrimination, their employer suddenly demotes them and cuts their pay or gives them fewer responsibilities as punishment.

Example 21: Isolating whistleblowers

An employee who reports their manager’s ethical violations is excluded from meetings and social events shortly afterward. Co-workers are instructed not to engage with them or suffer negative consequences, creating a hostile and isolating atmosphere for the entire team.

Example 22: Denying promotions or raises

An employee who raises concerns about questionable business practices is bypassed for promotions or salary increases despite their strong work performance. This retaliatory act discourages others from reporting wrongdoings.

Example 23: Unjustified negative performance reviews

A manager gives an employee an unfairly negative performance evaluation after they filed a harassment complaint against them. This damages the employee’s career progression and confidence, reinforcing a toxic work culture.

To sum up

A hostile work environment can manifest in several ways, from subtle discrimination to overt acts of violence. It’s critical for all parties, including HR, to recognize the signs of such an environment, as it creates an atmosphere of fear and destabilization in the workplace. The behaviors that make a hostile workplace can also be illegal and liable for legal action.

While it’s everyone’s responsibility to foster an inclusive work environment, HR and leadership, in particular, must watch out for any issue that hinders this and handle it promptly and fairly. They must also implement clear policies and reporting processes and prioritize open communication to make sure all employees feel safe and empowered to perform at their best.

The post 23 Examples of Hostile Work Environment: How To Spot the Signs appeared first on AIHR.

In fact, 78% of companies lack processes for staff to appeal or question management decisions, and 63% say their bosses rarely encourage open communication. Progressive discipline addresses these gaps by fostering transparency and trust and setting clear expectations. This article discusses its stages and how to develop a progressive discipline policy.

Contents
What is progressive discipline?
Why is progressive discipline important?
The main components of progressive discipline
4 stages of progressive discipline
How to develop an effective progressive discipline policy

What is progressive discipline?

Progressive discipline is a structured approach HR uses to address employee misconduct. It involves a step-by-step process that gives employees opportunities to improve their performance. Failure to do so usually leads to stricter disciplinary action and, eventually, dismissal.

The progressive discipline process helps ensure all employees who commit similar offenses are treated equally. Documenting the process is also essential to compliance with workplace policies and legal standards and maintaining fairness.

Why is progressive discipline important?

Here are the benefits of progressive discipline in the workplace: 

• Positive workplace culture: Applying workplace policies equally to all employees minimizes favoritism and, therefore, resentment. Progressive discipline fosters accountability and consistency, motivating staff to work toward a common goal. 
• Reduced turnover: Progressive discipline builds trust in the company’s commitment to fairness and objectivity by supporting employees’ improvement and growth. This can help reduce employee turnover.
• Clear communication of expectations and consequences: Progressive discipline reinforces company policies by setting improvement standards. Employees perform better when there’s no confusion about how they can thrive. 
• Protection from wrongful termination claims: Proper documentation of incidents, warnings, and actions as part of progressive discipline demonstrates a consistent and fair termination process. This reduces the risk of legal disputes against the company.
• Enhanced employee self-improvement: Progressive discipline allows employees to correct their mistakes, empowering them by ensuring accountability for making meaningful changes. As a result, employees are more engaged and perform better.

The main components of progressive discipline

Progressive discipline consists of the following key components:

Clear company policies on expected behavior and performance standards

Employees must understand what the company expects from them regarding performance, behavior, and adherence to company rules and regulations. The progressive discipline policy should cover expectations, company values, and the disciplinary process and be included in the employee handbook.

Provide examples of acceptable and unacceptable behaviors, along with performance benchmarks. To avoid liability issues, ensure your policies follow legal and industry standards and communicate these policies during onboarding and training sessions. Encourage employees to give feedback or ask questions for clarity. 

Consistent procedures for addressing infractions

A standardized progressive disciplinary plan minimizes perceptions of bias or favoritism. Develop a step-by-step protocol outlining how to address different types of infractions and define different levels of discipline (i.e., verbal warnings, written warnings, suspension, and termination).

Explain the criteria for escalation and assign HR personnel responsible for implementing and monitoring disciplinary actions. Review the application procedures to ensure consistency and fix any inconsistencies or loopholes you may spot.

Comprehensive documentation of incidents and actions taken

Documentation ensures accountability, fairness, and legal compliance in your progressive discipline system. Be sure to record the employee behavior in question, the entire disciplinary process, and the actions taken to handle the situation.

Also, secure your disciplinary process database to ensure confidentiality and compliance with data protection laws. You can access the necessary records or evidence in case of disputes, grievances, or legal proceedings. You can also use documentation to identify behavior patterns or systemic issues that may require intervention or adjustments to company policies.

Regular progressive discipline training for managers and HR staff

Managers and HR personnel should have the knowledge and skills to handle the disciplinary process effectively. It also builds their confidence in handling sensitive situations and reduces the risk of mismanagement, which could have legal consequences. 

Train them on employee communication skills, conflict resolution, and legal compliance. Conduct workshops that provide scenario-based learning to simulate real-life disciplinary situations. Review employee records to understand the existing disciplinary process and update training regularly to reflect changes in company policies, labor laws, and best practices.

4 stages of progressive discipline

Progressive discipline typically involves the following four stages:

Stage 1: Verbal warning

This stage involves addressing minor infractions or first-time offenses informally, though HR normally documents it. Examples of employee behaviors that merit a verbal warning include: 

• Arriving late to work or meetings occasionally without informing the manager
• Submitting incomplete or substandard work 
• Using an inappropriate tone or language during a team discussion (non-threatening or non-offensive).

A verbal warning requires clearly explaining the behavioral or performance issue and the steps involved in progressive discipline. Speak to the employee privately and give them access to resources to help them correct the problem. Document the date, time, and conversation for future reference.

Stage 2: Written warning

At this stage, the company issues the employee a formal notice regarding recurring issues or more serious concerns. This notice also outlines the consequences if the situation continues or worsens. Examples of employee behaviors that merit a written warning are: 

• Consistently arriving late to work or meetings despite receiving a prior verbal warning
• Repeatedly failing to meet deadlines or produce work of acceptable quality
• Ignoring workplace policies, such as using unauthorized devices in restricted areas or disregarding safety protocols.

When preparing a written warning, remind the employee of the company’s progressive discipline policy. Provide a comprehensive description of the issue (including dates, times, and specific actions or behaviors) and state the specific company policies or standards the employee has violated.

Explain the improvement needed, set goals for achieving it, and inform the employee of potential disciplinary action if they repeat the offense. Have the employee sign the warning to confirm receiving it.

Be sure to use professional and neutral language to avoid escalation. Allow the employee to explain themself and include their comments in your documentation. Finally, provide them with a copy of the warning and keep one in the company database. You can also use a disciplinary action form or send the employee a disciplinary action letter. 

Stage 3: Final warning or suspension

For ongoing problems, issuing a final written warning or considering temporary suspension may be necessary. Examples of employee behaviors that merit final warning or suspension include:

• Chronic tardiness or absenteeism that negatively affects operations and continues despite prior warnings
• Continuous failure to follow company policies despite previous warnings, such as attendance policies, safety procedures, or IT security protocols
• Negligence in job responsibilities that leads to costly errors, missed opportunities, or safety risks.

Recap the previous warning and explain that this is the last step before possible termination. Outline the progressive discipline plan and provide a timeline for corrective action, stating explicitly that failure to improve will result in termination. If necessary, suspend the employee with or without pay for a specified period and use this time to investigate the issue further. 

Meet with the employee privately to discuss the issue and document the final warning or suspension (including reasons and possible outcomes). If appropriate, provide the employee with relevant resources or support.

Stage 4: Termination

This is a last resort for the most severe policy or legal violations or after all other steps have failed. Examples of employee behaviors that merit termination are:

• Being under the influence of drugs or alcohol at work, particularly in roles where safety is a priority
• Engaging in behavior such as sexual harassment, using racial slurs, or other discriminatory acts that violate workplace policies and laws
• Persistent insubordination, especially when it affects operations.

When terminating an employee, make sure you’ve documented all previous warnings and actions and that they’re consistent with the progressive discipline process. Follow employment laws and company procedures to reduce legal risks and inform the employee of the decision in a professional manner.

Explain the termination process to the employee, including final pay, benefits, and exit procedures. Conduct the termination meeting privately and respectfully, with an HR representative present. If appropriate, offer support, such as outplacement services or a reference letter.

Developing an effective progressive discipline policy: 6 steps

Follow these steps to create a progressive discipline policy that works for your organization and treats all employees fairly.

1. Define key objectives

Explain the purpose of progressive discipline in your organization. When setting goals, define how the progressive discipline plan promotes equality, encourages employee improvement, and aligns with company values. Emphasize that progressive discipline is about correcting issues, not punishing misbehavior. Highlight how the policy prevents risks like wrongful termination. 

For example, you can state: “This policy aims to address performance and behavioral concerns constructively, ensuring fairness while supporting employees in self-improvement and meeting organizational standards.”

2. Outline the process

Detail the company’s progressive discipline system with examples of infractions and matching actions: verbal warnings, written warnings, final warnings or suspension, and termination. Categorize common performance or behavior issues like tardiness, misconduct, or workplace policy violations and match each with corresponding actions.

Next, explain how and when the company will escalate disciplinary action. Remember to be specific. For instance, you can state: “Three instances of tardiness in a month may result in a written warning.”

3. Ensure legal compliance

Study federal, state, and local laws regarding employee rights, wrongful termination, and workplace discrimination, and make sure your progressive discipline policy aligns with them. It should cover due process, equal treatment, and proper documentation. Have your legal team review your policy to identify any compliance issues. 

Remember to update policy regularly to reflect changes in legislation in a timely manner. The policy should also include anti-retaliation clauses to protect employees who raise concerns about the disciplinary process.

4. Train managers

Provide progressive discipline training to ensure proper policy implementation. This includes teaching HR and managers what steps to take in progressive discipline, documentation requirements, and conflict resolution techniques. This will prepare them for real-life situations, such as delivering warnings or addressing employee pushback.

Additionally, provide implicit bias training to address and minimize unconscious bias and periodically provide refresher training to address knowledge gaps or policy updates.

5. Communicate the policy

Include the policy in the employee handbook and communicate this to the entire workforce. Encourage questions and feedback so you can make changes to the policy if necessary. Involving employees in this process can also increase engagement and familiarize them with the policy.

Don’t forget to inform new employees accordingly. During each new hire orientation and onboarding period, explain the steps and expectations of the policy and answer any questions they may have.

To sum up

Progressive discipline addresses workplace issues fairly and clearly, allowing employees to correct their performance or behavior. Instead of punishing employees unjustly, it builds trust and helps employees grow while protecting the company from legal risks.

When done correctly, progressive discipline supports the employee’s improvement. This can also result in enhanced engagement, retention, and performance, benefiting both the workforce and the organization.

The post Progressive Discipline: 5 Steps To Develop a Discipline Policy in 2025 appeared first on AIHR.

Well-structured termination letters can mitigate potential legal challenges and make the termination process more professional and dignified. This article discusses writing clear, legally sound termination letters and provides a free, customizable template.

Contents
What is a termination letter?
Why a termination letter matters
7 key elements of a termination letter template
Free termination letter template
How to write a termination letter
Termination letter examples

What is a termination letter?

An employment termination letter confirms the end of an employment relationship between an employer and an employee. It’s a written explanation ensuring everyone is on the same page about why and how the employment will end.

Whether due to performance issues, company restructuring, or the natural end of a contract, delivering this news requires professionalism, empathy, and clear communication. A termination letter is vital in this process — it acts as a formal record and helps both parties navigate an emotionally charged situation with clarity and respect.

Why a termination letter matters

A termination letter is essential as it lays out all the key details, such as the reason for termination, the employee’s last working day, and any next steps required (such as returning company property or finalizing severance).

A termination letter covers both termination with cause and without cause. Termination with cause includes cases like serious misconduct, poor performance, or breaking workplace policies.

For example, if someone consistently fails to meet their goals despite receiving the necessary support or repeatedly engages in unethical behavior, a letter of termination with cause would detail these incidents to support the reason for termination.

Termination without cause, on the other hand, may happen during company restructuring, budget cuts, or the completion of a fixed-term contract or project. In these situations, a termination letter would inform the employee the termination is due to company circumstances and not their performance.

7 key elements of a termination letter template

A termination letter template can help you maintain a standardized approach to all termination letters your organization issues. It should be clear and comprehensive and include the following components to cover all necessary details:

1. Employee details: Start with the basics, such as the employee’s full name, department, and the date they joined the company.
2. Manager/supervisor details: Identify the employee’s direct manager or supervisor who would be involved in the termination process.
3. Company information: Include the company’s name and contact details to formalize the document and ensure easy reference if needed.
4. Date of and reasons for termination: Clearly state the employee’s last working day and provide clear, factual reasons for the termination. Whatever the reason, ensure clarity to minimize confusion or disputes.
5. Severance pay or other benefits (if applicable): Outline any severance package, unused leave payout, or continuation of benefits. Providing specifics helps the employee understand their entitlements and can ensure legal compliance.
6. Return of company property: Specify what items the employee must return (e.g., laptops or access cards) and the return date to ensure you account for company assets.
7. Final steps: Detail the process for receiving the last paycheck and any continuation of benefits, such as healthcare coverage or retirement contributions. Mention whom the employee should contact for questions.

Also, remember that the tone of a termination letter is crucial. It should be respectful and free of ambiguity to maintain the employee’s dignity while safeguarding the company’s reputation. A well-crafted letter reflects the organization’s commitment to fairness and transparency.

Free termination letter template

To help make the termination process easier, AIHR has created a free, customizable termination letter template that includes the key elements mentioned above.

Please note: This template is only intended for general usage and does not constitute professional or legal advice. To ensure your termination letter is legally compliant, consult with a qualified legal professional.

How to write a termination letter

Here’s a simple step-by-step guide you can follow when writing a termination letter:

Step 1: Use a professional letterhead

Start with your company’s letterhead, and include the company’s name, address, and contact details. This is an important part of standardizing your organization’s termination letters. Be sure to also include the date to establish the document’s formal timeline.

Step 2: Address the letter to the employee

Include all relevant employee details, such as their full name, job title, and, if applicable, their employee ID. Then, begin the letter itself with a formal salutation (e.g., “Dear [Employee’s Name]”).

Step 3: Clearly state the intent to terminate

Open with a direct statement of the intent to terminate employment and specify the effective termination date. For instance: “We are writing to inform you that your employment with [Company Name] will be terminated, effective [Date].”

Step 4: Provide detailed reasons for the termination

Clearly explain the reason for termination (whether with or without cause). Be factual and concise to avoid ambiguity or emotional language (e.g., “This decision is based on repeated performance issues despite efforts to address them through constructive feedback.”

Step 5: Outline the employee’s final compensation and benefits

Provide details about the employee’s final paycheck, including payment for unused leave, overtime, or any other due compensation. Also, mention severance pay (if applicable), benefits continuation, and how the employee can collect these payments.

Step 6: Request the return of company property

List all company property the employee must return, such as laptops, ID cards, or keys. Specify a deadline and how these items should be returned. For example: “Please return all company-issued property, including your laptop and access badge, by [Date].”

Step 7: Provide information on next steps

Offer a point of contact for the employee to direct their questions to (typically someone from HR). If applicable, mention any additional support, such as career counseling, references, or job placement assistance.

Common mistakes and how to avoid them

When writing terminational letters, avoid making certain common mistakes that could complicate matters for the company or employee. These include not following a consistent format, omitting relevant employee details, being vague about the reason for termination, and excluding the next steps or a point of contact.

AIHR Subject Matter Expert, Laksh Sharma, recommends the following best practices for avoiding such mistakes:

• Not following a consistent format: Store soft copies of all termination letters on a secure internal database. If your company issues hard copies of termination letters, ensure each has a unique serial number for identification purposes. Ensure the language, tone, font, and format are consistent across all letters.
• Omitting relevant employee details: Termination letters are subject to inclusion in case of legal disputes, so be sure to include details like employee name, ID, designation, date of joining, etc., in each letter.
• Being vague about the reason for termination: It’s important to include the specific reason (e.g., policy breach, poor performance, business restructuring) to make the letter legally indisputable. 
• Excluding next steps or a point of contact: While the termination letter ends employment, HR should include the point of contact who the ex-employee can reach after the termination. This helps the employees and gives them the support they may need.

Termination letter examples

Here are sample termination letters that apply to different scenarios. You can edit them to reflect your company’s policies and tone.

Example 1: Termination with cause

[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]

Subject: Notice of termination of employment (with cause)

Dear [Employee’s Name],

We are writing to inform you that your employment with [Company Name] is terminated, effective immediately, due to [specific reason, e.g., repeated policy violations or performance issues].

This decision is based on a thorough assessment of your [conduct/behavior/performance] and made only after careful consideration for the following reasons:

• [Detailed example of the issue, e.g., consistent failure to meet performance targets despite feedback and support provided on (specific dates)].
• [Mention any prior warnings or disciplinary actions, e.g., written warning issued on (specific dates)].

Your final paycheck, including compensation for [any accrued benefits, if applicable], will be provided on [date]. Please note that this decision is final and non-negotiable; legal action may be taken if necessary.

Please return all company property, including [list items], by [deadline]. If you have questions, please contact [HR Contact Name] at [email address/phone number].

Yours Sincerely,
[Manager’s Name]
[Job Title]

Example 2: Termination without cause

[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]

Subject: Notice of termination of employment (without cause)

Dear [Employee’s Name],

We regret to inform you that your position with [Company Name] will be terminated, effective [termination date]. This decision is not related to your performance but is due to [reason, e.g., company restructuring or budget constraints].

You will receive your final paycheck, including any accrued leave or overtime, on [date]. Additionally, you will receive severance pay as outlined in our company policy, totaling [amount]. Information regarding the continuation of benefits through [e.g., COBRA] will be provided separately.

Please return all company property, including [list items], by [deadline]. Should you require further assistance, feel free to reach out to [HR Contact Name] at [email/phone].

We thank you for your contributions to [Company Name] and wish you all the best in your future endeavors.

Sincerely,
[Manager’s Name]
[Job Title]

Example 3: Contract termination

[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]

Subject: Confirmation of end of employment contract

Dear [Employee’s Name],

We are writing to formally notify you that your employment contract with [Company Name], dated [start date], will conclude as scheduled on [contract end date]. This marks the end of our agreement as per the terms outlined in your contract.

We want to thank you for your dedication to [specific project or company goal] during your time with us. Your final paycheck will include compensation for any unused leave or other entitlements and will be processed on [date].

Please return all company property, including [list items], by [deadline]. If you have any questions or require employment verification, please contact [HR Contact Name] at [email/phone].

Best regards,
[Manager’s Name]
[Job Title]

Example 4: Probationary period termination

[Employee’s Full Name]
[Job Title]
[Department]
[Company Name]
[Company Address]
[Date]

Subject: Notice of termination of employment during the probationary period

Dear [Employee’s Name],

We are writing to inform you that your employment with [Company Name] is terminated effective [date] due to [specific reason, e.g., repeated policy violations or performance issues].

This decision is based on a thorough assessment of your [conduct/behavior/performance] and made only after careful consideration for the following reasons:

• [Detailed example of the issue, e.g., consistent failure to meet performance targets despite feedback and support provided on (specific dates)].
• [Mention any prior warnings or disciplinary actions, e.g., written warning issued on (specific dates)].

Your final paycheck, including compensation for [specific entitlements, if applicable], will be processed on [date]. Please ensure all company property, such as [list items], is returned by [deadline].

If you have any questions or need further assistance, feel free to contact [HR Contact Name] at [email/phone].

We wish you the best in your future endeavors.

Yours Sincerely,
[Manager’s Name]
[Job Title]

To sum up

Handling employee terminations is one of the most sensitive responsibilities you will face as an HR professional. Whatever the reason, write each termination letter thoughtfully, providing clarity and maintaining professionalism.

In addition to being a formal requirement, this letter reflects your organization’s commitment to fairness, transparency and respect, which are especially important during what must be a difficult time for the employee in question. It can also protect your company’s reputation and minimize its exposure to potential legal risks.

By using structured templates and avoiding common mistakes, you can demonstrate care and consistency, reinforcing a positive workplace culture even in challenging circumstances.

The post [Free] Termination Letter Template and Guide to Writing a Professional Letter appeared first on AIHR.

Effective competency assessment methods are becoming increasingly important for companies, as they help ensure employees can perform in changing roles. This article explores how competency-based assessments can benefit your organization and its employees), how to conduct one, and which tools and software can help you streamline the process.

Contents
What is a competency assessment?
Competency assessments: Pros and cons
9 competency assessment examples
7 steps to conduct a competency assessment
Competency assessment tools and software

What is a competency assessment?

A competency assessment — sometimes called a competency evaluation — is a systematic method organizations can use to evaluate an employee’s skills, knowledge, and behaviors. This helps determine how competent they are in their job responsibilities and requirements.

The main goals of such an assessment are to identify strengths and skills gaps, foster employee development, improve organizational performance, and ensure the workforce can effectively perform their tasks. Additionally, employers often use competency assessments to help them make decisions on bonuses, raises, and promotions.

Competency-based assessments can include skills tests, interviews, assignments, and task-based assessments. Employees are scored for each skill or requirement in their roles; these scores then combine to form a complete analysis of each employee’s performance.

Competency assessments: Pros and cons

Here are the key advantages and disadvantages of employee competency assessments:

Pros

• Identifies skill gaps: Competency assessments help identify employee skill gaps. This allows you to help them improve areas of weakness and boost their performance, using further training or development. 
• Informs recruitment and hiring: You can use competency assessments to help you select the right candidates, which creates a more efficient recruitment process and improves job performance.
• Enhances employee development: They pinpoints strengths and weaknesses, allowing you to create tailored development plans to be created for employees. This, in turn, supports growth, engagement, and retention. 
• Supports performance management: Competence evaluation provides valuable data on employee performance, which you can use in performance reviews to decide on promotions and make evidence-based decisions. 
• Drives organizational growth: Competency assessments can help ensure employees have the skills, knowledge, and behaviors needed to perform in the long and short term. This helps align workforce capabilities with company objectives and drive overall effectiveness.  
• Enables succession planning: They can help identify high-potential employees to inform succession planning and develop future leaders. 

Cons

• Time-consuming and resource-intensive: Assessing every employee’s competencies can be labor-intensive and costly, particularly for large organizations.
• Requires clear definitions of competencies: Accurate competency assessments require clear, detailed definitions of competencies. Establishing this can also be time-consuming and labor-intensive.
• Potential for subjective bias: Unconscious or subjective bias can affect competency assessments, especially when it comes to qualitative testing methods.  
• Employee anxiety: Competency assessments, especially if they are overly formal, can lead to stress and anxiety in employees, which can affect their performance and lead to unfair evaluations. 

9 competency assessment examples

Here are some examples of commonly used competency assessment methods: 

Example 1: 360-degree feedback

360-degree feedback is a form of competency testing in which multiple people, including an employee’s peers, supervisor, and team lead, give ratings and feedback on their performance. It has become increasingly popular as an evaluation method, as it offers a holistic view of strengths and key areas for development.

Example 2: Self-assessment

Self-assessment involves employees reflecting on their own competencies through questionnaires or a rating system. This helps employees gain a sense of their own skills, knowledge, and behavioral traits. It also enables them to identify areas for improvement, which encourages ownership and accountability.

Example 3: Behavioral interview

Behavioral interviews ask employees to offer real-life examples of when they’ve demonstrated various competencies required to succeed in their respective roles. These interviews sometimes involve scenario-based questions as well as role-playing exercises. This method helps assess an employee’s conflict resolution abilities, customer service skills, soft skills, and more. 

Example 4: Skills test

Competency tests often include skills testing, where employees must undergo practical simulations to demonstrate their role-specific abilities. This allows employers to observe how employees perform, their current skill sets, how well they solve problems under pressure, and any skills gaps they may have. 

Example 5: Project-based assessment

Project-based assessments—also called homework assignments—give employees a specific amount of time to complete a task related to their respective jobs. This task may be a written test, a presentation they must create and deliver, a coding challenge, etc. The assessment must evaluate the core competencies for each employee’s role.

Example 6: Leadership competency assessment

Leadership competency assessments help assess leadership competencies. These typically include specific skills, attributes, behavioral traits, and knowledge that can make someone an effective leader. These will vary depending on the industry, organization, work culture, and specific leadership roles.

Example 7: Sales competency assessments

Companies use sales competency assessments to assess the skills, knowledge, and behaviors sales employees must possess to succeed in their roles (e.g., communication, prospecting, and negotiation). By measuring these abilities, businesses can provide targeted training, improve sales performance, and ensure their teams can drive revenue growth.

Example 8: Assessment centers

Assessment centers — also called test days — are places where employers may send their employees to evaluate their core skills and aptitude. These centers often use interviews, work simulations, and psychometric tests for competency assessment. This method suits companies that regularly hire fresh graduates, who usually require added guidance.

Example 9: Psychometric test

Psychometric tests are competency assessments that measure personality, behavior, and cognitive ability. These tests evaluate critical factors, such as problem-solving skills, emotional intelligence, and individual alignment with company culture. Companies can make informed hiring decisions and identify development opportunities by assessing these attributes.

7 steps to conduct a competency assessment

Here’s a step-by-step guide you can follow when conducting a competency assessment:

Step 1: Define role-specific competencies

The first step is to define the core competencies for each role in your organization. This includes the skills, knowledge, and behaviors required to meet expectations and thrive. You can use a competency framework to help you with this process. 

It’s important to align competencies with the organization’s goals and values. For example, if collaboration is one of its core values, teamwork and collaboration must be a part of your competency assessment framework. 

Step 2: Determine the assessment method

Next, select the most suitable assessment methods (from the list above). Ensure the methods you select align with the competencies you need to measure. Using a mix of assessment methods can be helpful and provide a broader, more thorough assessment of employees.

Pair each competency with a suitable assessment method that will offer the most objectivity. For example, if you’re assessing soft skills like emotional intelligence, psychometric tests or behavioral interviews are the most effective assessment methods.

Step 3: Use the right assessment tools/software

Now, you can choose the tools and software for your competency assessments. Selecting the right tools and software is important, as different tools can help you with various tasks, such as creating questions to use in interviews, designing tests, and preparing and distributing surveys. 

When choosing tools or software to aid in your competency assessments, the most important thing to remember is that they should all be standardized and align with the competencies you need to assess.

Step 4: Communicate with employees

Before formally implementing your competency assessment, it’s important to inform employees what to expect and prepare them well for it. Explain the purpose of the evaluation, what the process will entail, and how they and the organization will benefit from it.

These benefits may include career development opportunities, targeted training, and overall performance improvement. This approach fosters transparency, builds trust, and encourages employee engagement, making the assessment process more effective and well-received.

Step 5: Implement the assessment

Now, it’s time to roll out your assessment. Consider piloting it among a small group of employees first to identify and address potential issues before implementing it for the entire workforce. Encourage feedback from participants to help you refine the process, improve clarity, and increase employee engagement and stakeholder buy-in.

When evaluating employees, enforce a structured and unbiased process. Use standardized criteria, clear benchmarks, and objective evaluation methods to ensure fair, accurate assessments. This minimizes bias, improves credibility, and helps the organization make data-driven decisions about employee development and performance.

Step 6: Analyze results

Use your chosen digital tools and software to track the progress of your competency assessment and collect relevant data. This will help you analyze results and compare current employee competencies against your desired benchmarks.  

Discuss assessment results openly with employees to build trust, start conversations on skills gaps, and encourage honest feedback. Provide constructive feedback, highlight areas of improvement, and recognize strengths to encourage employees to take ownership of their development.

Step 7: Develop action plans

The final step is to use your findings to guide your future training programs, hiring, and career development initiatives. Work with managers and employees to help them understand their strengths and weaknesses and create a personalized development plan for each employee. 

Encourage managers to monitor these plans to ensure employees are on track, and make sure every employee has the necessary tools, resources, and support to bridge skills gaps, maximize their greatest strengths, and progress in their career.

Tips for conducting leadership competency assessments

As an HR professional, it’s important to bear in mind some key factors when conducting competency assessments for leadership positions. AIHR Subject Matter Expert Dr Marna van der Merwe advises:

• Conduct assessments against the leadership competency framework: This means evaluating the knowledge, skills, and behaviors required of leadership within the organization.
• Go beyond role-related competencies: This ensures leadership capabilities are built across the organization. It also supports succession planning and talent pooling efforts by identifying leaders who might be ready for movement.
• Include multiple assessment methods: This will give you a holistic view of leadership competence, and ensure objectivity and rigor in the process. The methods you use can include 360 degree feedback, self-assessment, formal leadership assessments, or assessment centers.

Competency assessment tools and software

When selecting a competency assessment tool or software, focus on three key factors: its underpinning framework, technical aspects, and user experience.

AIHR’s Senior Solutions Advisor, Suhail Ramkilawan, says: “The science and underlying framework should ensure accurate, consistent results and align with your organization’s competency framework to ensure consistency and relevance. Technical requirements could include scalability, configuration, security, and integration capabilities with your other organizational systems and practices. For example, learning and performance management could enable more holistic talent management.

From an employee perspective, tools should be intuitive, easy to use, and appropriate for their intended purpose. Output or results should also deliver valuable outcomes for employees and the organization, including personal development reports and data-driven organizational reports and dashboards.”

Here are some popular competency assessment tools HR can use to streamline the competency assessment process.

• 360Learning: 360 Learning is a learning management system (LMS) that is collaborative and easy to use. Features include online assessment creation with subject matter experts, deeper learning with intentional peer interactions and knowledge sharing, and flexible organizing tools.
• Korn Ferry: Korn Ferry offers employee assessment tools, competency management, and leadership development solutions. It helps businesses align their workforce with organizational goals by offering data-driven insights and personalized development programs. 
• Questionmark: Questionmark allows you to create any type of assessment programs, administer them in your preferred way, and analyze results for key business insights. You can use it to create advanced assessments, including media-rich question options.
• TalentGuard: TalentGuard is a popular competency management software that integrates with HR systems to help manage and develop skills via competency frameworks. It can help improve employee performance, manage core competencies, and facilitate career development. 
• Vervoe: Vervoe allows you to screen candidates without résumés and test job-specific skills, soft skills, and cultural fit. It’s AI-powered skills assessments and personalized candidate feedback can also help you hire the right candidates. 
• Cloud Assess: Cloud Assess offers competency management for specific industries, including healthcare, construction, and manufacturing. You can create detailed competency frameworks aligned with roles and use a gap analysis feature to identify and close skills gaps.

To sum up

An effective competency assessment can help you hire candidates with the right skills and behaviors for the role, identify and address skills gaps, and support performance management and workforce development. 

Using the right assessment methods and tools, you can create a streamlined competency assessment process that provides valuable data. This can help you give employees the training and support they need to thrive at work and develop into future leaders.

The post What is a Competency Assessment? 9 Examples (Plus Steps To Conduct) appeared first on AIHR.

With the right performance management approach, HR professionals can streamline the process, drive engagement, and ensure fairness, all while saving time and effort.

Contents
What is performance management?
Why use a performance management template?
10 key elements of a good performance management template
Examples of performance management templates
Best practices for effective performance management

What is performance management?

Performance management is a strategic, continuous process designed to improve employee performance. It involves managers, employees, and HR professionals communicating expectations and responsibilities, conducting performance reviews, setting goals, and implementing development strategies.

The primary aim is to align individual employee goals with organizational objectives, ensuring that employees are set up for success and can realize their full potential within the business.

Effective performance management emphasizes:

• Regular, constructive feedback that helps employees understand their performance relative to expectations and identify areas for improvement.
• Collaboratively setting and tracking SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals to ensure clarity and direction in employees’ roles.
• Providing opportunities for learning and growth, like training programs and performance coaching, so that employees can enhance their skills and advance their careers.

Performance management plays a critical role in driving both productivity and engagement. Clear expectations and regular feedback let employees focus on key priorities, leading to improved efficiency and productivity.

This clarity also fosters a sense of purpose, which boosts engagement and commitment to their roles and the organization’s success. When individual performances align with organizational goals, it results in better overall performance, helping the organization achieve its strategic objectives.

Performance management vs. performance appraisal

Performance management and performance appraisal are interrelated practices, but they are not the same thing. As an HR professional, it’s important to understand the difference between these two processes to manage and enhance employee performance effectively. To summarize, performance appraisal is part of the performance management process.

Let’s take a closer look at the two practices:

Why use a performance management template?

While performance management is a continuous and collaborative process, it is still up to HR professionals to ensure that all employees are treated equally within the performance management framework. 

A performance management template gives the process structure and consistency and ensures it aligns with organizational goals and objectives, even if each performance management plan is personalized to the individual. Here’s how using a template can enhance your approach and improve each employee’s experience of performance management. 

Simplify the process with a standardized framework

A performance management template simplifies the often complex task of managing performance by providing a clear structure. It ensures managers and HR professionals follow a consistent process for setting goals, delivering feedback, and evaluating outcomes.

→ Do this: Use a template that includes clearly defined sections for goal-setting, feedback, and evaluation. Make sure that all stakeholders understand the structure before implementing it.

Improve consistency in ongoing feedback

A well-designed template helps managers deliver regular, balanced feedback tied to clear criteria. This approach ensures employees receive ongoing guidance and feel confident that performance discussions are fair and aligned with their goals.

→ Do this: Choose a template with predefined metrics and competency categories that apply to all roles. Train managers on using the template effectively to maintain consistency.

Enhance focus on strategic goals and alignment

A performance management plan template helps employees and teams align their goals with organizational objectives, outlining how each individual’s efforts contribute to the company’s success.

→ Do this: Incorporate a section in the template specifically for linking individual goals to broader organizational objectives. Review this alignment during check-ins.

Save time

Anything that saves HR professionals and managers valuable time is a win, and performance management templates eliminate the need to create custom forms for each evaluation. This means managers can focus on meaningful conversations with employees rather than administrative tasks and gives HR professionals the opportunity to add value to managers. 

→ Do this: Select a ready-to-use template or digital tool that integrates with your existing HR systems, supporting quick input and easy tracking.

Ensure no critical aspect is overlooked

Templates act as a checklist so that HR and managers know that all essential elements of performance management (like goals, feedback, and development plans) are covered. This guarantees a holistic approach to managing performance.

→ Do this: Regularly review the template to make sure it covers all critical areas and update it as necessary to reflect organizational priorities.

Facilitate communication and transparency

A well-designed performance management template improves communication by clearly outlining expectations, feedback, and action plans. This transparency supports a culture of trust and collaboration.

→ Do this: Use the template to document key points during reviews. Share the completed template with employees so they have a clear understanding of their performance and next steps.

Promote accountability

The gold standard for every manager and employee is a written record of goals, expectations, and feedback that everyone agrees with, ensuring that both employees and managers are accountable for follow-ups and actions.

→ Do this: Include a section for action items, responsibilities, and deadlines. Use this as a reference in subsequent check-ins to track progress.

Encourage data-driven decisions

Templates facilitate the collection of structured data on employee performance over time, enabling managers to identify patterns, strengths, and areas needing improvement.

→ Do this: Regularly review performance data captured in templates to inform decisions about promotions, training needs, or team adjustments.

Support employee development

By highlighting skills gaps and development needs, templates make sure that employee growth remains a core part of the performance management process.

→ Do this: Add a dedicated section for professional development plans, including suggested training, mentorship opportunities, and career progression pathways.

Increase engagement

Employees are more engaged when they see that their performance is managed consistently and fairly and that their development is a priority. Templates help create this clarity and fairness.

→ Do this: Use the template as a collaborative tool by involving employees in setting their goals and discussing how their work aligns with the company’s vision.

Streamline documentation for compliance

In some industries, accurate and consistent performance documentation is critical for legal or regulatory compliance. Templates help ensure all necessary information is documented.

→ Do this: Customize the template to include compliance-related metrics and maintain records for audits or legal purposes.

HR tip

Create living, breathing documents: Regularly review and adjust templates based on feedback from managers and employees. Templates provide structure, but they should also be adaptable to fit different roles, teams, or organizational needs.

10 key elements of a good performance management template

If you want an effective and efficient performance management process, make sure your comprehensive performance management template includes these 10 key components:

1. Clear objectives and goals: Work with employees to set clearly defined objectives and goals, providing clarity and direction and making sure they understand what is expected and how their work contributes to the organization’s success. 
2. Performance metrics: These are quantifiable measures to assess progress and outcomes related to defined goals and offer an objective basis for evaluating performance, supporting fair and consistent assessments.
3. Role-specific competencies: Make sure the template includes sections for competencies specific to an employee’s role, such as technical skills, leadership qualities, or problem-solving abilities. Your goal is to tailor the focus of the performance management process to the unique demands of the position, resulting in a more relevant and actionable feedback and plan.
4. Development plans and resources: This is a dedicated section for outlining skill-building initiatives, training needs, and career growth opportunities. It supports employee development, helping individuals address performance gaps and achieve long-term career objectives. Also, include resources and support that the employee needs for this development.
5. Employee self-assessment: An employee’s reflection on their own performance and opportunities for growth is an important part of performance management and should have dedicated space in your template. 
6. Collaboration and teamwork assessment: Evaluate an employee’s contributions to team success and their ability to work collaboratively to highlight the importance of teamwork and ensure that interpersonal skills are part of the performance discussion.
7. Challenges and obstacles: Document any barriers or challenges the employee faces that may impact performance. This will provide context for performance reviews and help identify organizational or role-specific areas needing improvement.
8. Evaluation timeline and feedback: A schedule or section to document when reviews, check-ins, and progress updates will take place ensures the performance management process is ongoing and prevents delays or missed evaluations.

HR tip

Get back on track: When client work is under pressure, it’s easy for internal mechanisms and meetings to slip by the wayside. If this happens, make sure to get back on track quickly. Don’t treat performance management as less important than client work. 

9. Recognition and achievements: Include a dedicated area for acknowledging accomplishments, milestones, and exceptional contributions. Formally recognizing positive performance boosts morale and motivation.
10. Future goals and next steps: Finally, include a forward-looking section to set goals for the next evaluation period and outline a roadmap for achieving them. This is not a once-off process, and success is achieved through continuous improvement.

Examples of performance management templates

Performance management is a multifaceted process that involves setting goals, tracking progress, providing feedback, and fostering employee development. Because it touches on so many areas, effective performance management may require different templates tailored to specific objectives.

Below are downloadable template examples designed to support various parts of the performance management process.

Comprehensive performance management template

This comprehensive performance management template is designed to provide a structured approach to tracking, evaluating, and improving employee performance.

It goes beyond traditional annual reviews by focusing on continuous development, frequent feedback, and clear alignment with organizational objectives. The template allows managers and employees to collaboratively map out goals, document progress, and address challenges in real-time.

Use this template for:

• Ongoing feedback and development: Create a continuous feedback loop that helps employees grow and adapt throughout the year.
• Structured goal-setting: Break down objectives into measurable, short-term targets that adapt to changing organizational needs.
• Proactive performance monitoring: Address issues promptly by tracking progress against well-defined metrics and timelines.
• Fostering employee engagement: Create opportunities for employees to feel valued and invested in their professional growth while contributing to organizational success.

Employee performance review template

The employee performance review template helps HR conduct comprehensive evaluations of employee performance at regular intervals. These evaluations should be part of the ongoing performance management process.

It encompasses various assessment methods, including job performance scales and competency-based evaluations, letting organizations tailor the review process to their specific needs.

Use this template for:

• Regular performance evaluations: Use during scheduled performance reviews to assess and document employee achievements, areas for improvement, and developmental needs.
• Probationary period assessments: Evaluate new employees at the end of their probationary periods, ensuring they meet role expectations and align with organizational standards.
• Development planning: Identify skill gaps and create personalized development plans, promoting employee growth and enhancing overall performance.

30-60-90 day plan template

The 30-60-90 day plan template guides new employees or those transitioning into new roles through their initial three months. It divides this period into three distinct phases (30, 60, and 90 day) each with specific objectives and tasks. This approach supports a smooth onboarding process, helping individuals get comfortable with their responsibilities and integrate effectively into the organization.

Use this template for:

• Onboarding new hires: Set clear expectations and provide a roadmap for their first 90 days to enhance engagement and accelerate productivity.
• Internal promotions: Help employees who are promoted or who transition into new roles within the company to understand their new responsibilities and align their goals with organizational objectives.
• Project launches: Outline key milestones and ensure team members are aligned on objectives and deliverables.

Employee evaluation template

Employee Evaluation Template & Comprehensive Guide [+ Free Download]
The employee evaluation template is used during comprehensive assessments of individual employee performance, growth, and potential within an organization. It supports a culture of continuous improvement and encourages open communication between employees and management.

Use this template for:

• Regular performance reviews: Systematically assess and document employee achievements, areas for improvement, and developmental needs.
• Development planning: Identify skill gaps and create personalized development plans, fostering employee growth and enhancing overall performance.

Performance improvement plan (PIP) template

Performance Improvement Plan Template & Guide [Free Download]
The performance improvement plan (PIP) template is a structured document designed to help managers and employees address performance issues in a clear, organized, and actionable manner.

It defines measurable improvement objectives and provides a structured action plan that details steps for achieving goals, including necessary training, resources, and organizational support. It also establishes a timeline with milestones for regular progress monitoring and specifies evaluation criteria to assess success. 

Use this template for:

• Addressing performance issues: Implement the PIP when an employee’s performance does not meet established standards and informal feedback has not led to improvement.
• Documenting performance discussions: Formally document performance issues and the agreed-upon steps for improvement, ensuring clarity and accountability.
• Providing structured support: Offer a clear roadmap for employees to improve their performance, demonstrating the organization’s commitment to their development.

Best practices for effective performance management 

Performance management can help your employees reach their goals and support your organization’s objectives. Here are some best practices to follow when you’re setting up your performance management process.

Regularly review and update goals to align with business objectives

• Make sure employee goals remain relevant by aligning them with evolving business priorities.
• Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals and schedule periodic reviews to track progress.
• Collaborate with employees to adjust goals when business strategies change, fostering adaptability and focus.

Prioritize consistent, open communication between employees and managers

• Establish regular check-ins or one-on-one meetings to discuss performance, expectations, and challenges.
• Use clear, empathetic communication to build trust and encourage employees to voice concerns or ideas.
• Create a culture of transparency to strengthen alignment between individual efforts and organizational goals.

Provide actionable, constructive feedback rather than focusing solely on past performance

• Emphasize forward-looking feedback that offers clear, actionable steps for improvement.
• Balance critiques with positive reinforcement to motivate employees and maintain engagement.
• Train managers to frame feedback as a tool for development rather than punishment.

Encourage continuous development through personalized learning plans

• Collaborate with employees to design tailored learning and development plans that address their career aspirations and skill gaps.
• Offer access to training programs, workshops, or mentorship opportunities that align with organizational objectives.
• Regularly review and update learning plans to reflect changing roles, interests, or market demands.

Leverage technology to streamline performance management

• Adopt modern performance management systems to automate goal tracking, evaluations, and feedback processes.
• Use collaboration tools to foster real-time communication and progress monitoring.
• Ensure the tools are user-friendly and integrated with other HR systems for a seamless experience.

Establish a clear and fair performance review process

• Define a consistent and transparent review cycle (e.g., quarterly, biannual, annual).
• Standardize evaluation criteria across departments to ensure fairness and comparability.
• Provide training for managers on how to conduct unbiased and effective reviews.

Recognize and reward achievements

• Create formal recognition programs to celebrate individual and team successes.
• Offer meaningful rewards (e.g., bonuses, public acknowledgment, career development opportunities) that align with employees’ values.
• Tie recognition programs to organizational goals to reinforce strategic alignment.

Promote collaboration and team accountability

• Set team-based goals in addition to individual objectives to strengthen collaboration.
• Evaluate performance based on team contributions, fostering shared accountability and mutual support.
• Recognize collaborative efforts as part of the overall performance evaluation.

Address underperformance proactively

• Identify underperformance early and provide immediate support to address it.
• Develop a plan with clear steps and timelines for improvement.
• Offer coaching or mentoring to guide employees back on track.

HR tip

Stay on top of performance: Performance management is primarily future-focused, looking at how to achieve certain developmental goals. However, if you spot performance issues, this is a great way to help an employee find their way without requiring a more formal process.

Integrate organizational values and competencies

• Embed company values and core competencies into performance management.
• Highlight how individual behaviors and achievements align with the organization’s mission and culture.
• Reinforce desired behaviors through recognition and targeted development initiatives.

Ensure inclusivity and avoid bias

• Train managers to recognize and mitigate unconscious bias in evaluations.
• Use diverse review panels or peer reviews to provide a balanced perspective.
• Regularly audit the performance management process to ensure it supports diversity and inclusion goals.

Line managers play a key role in performance management and should be equipped to handle it consistently and in line with organizational expectations. Performance management training should be part of onboarding for all line managers, whether new to the organization or the role.

The consequences of the performance management process should be transparent and clear, outlining how outperformance is rewarded and underperformance is managed.

To sum up

For HR professionals to make the most of performance management, it’s important to understand how it differs from more traditional performance appraisals and how to make the most of a forward-looking process that supports growth and development.

Performance management templates help streamline the process, ensure consistency, and enhance employee development. They provide a structured framework that supports goal alignment, transparency, and actionable feedback while saving time for both HR professionals and managers. 

The post 5 Essential Performance Management Templates for a Thriving Workforce appeared first on AIHR.

This article discusses the importance of such a plan and why you should use a coaching plan template. It also includes a free, customizable coaching plan template to help you streamline your organization’s coaching process.

Contents
What is a coaching plan?
Why is a coaching plan important?
Key elements of a good coaching plan template
Why use a coaching plan template?
Free coaching plan template
11 coaching plan examples
7 steps to build a coaching program
FAQ

What is a coaching plan?

A coaching plan is a structured framework that guides professional development for individuals or teams. It outlines specific goals, the steps needed to achieve them, and the resources or support required. The plan typically includes measurable milestones, timelines, and methods for tracking progress.

It also ensures coaching efforts focus on and align with organizational objectives, helping employees improve their skills, performance, or leadership abilities. You can customize a coaching plan to address an individual’s unique strengths, challenges, and career aspirations.

Why is a coaching plan important?

Here are some reasons why a coaching plan is important:

• Structured employee development: A coaching plan provides a clear and systematic method for employee growth. It identifies areas for improvement, establishes realistic objectives, and outlines practical steps to achieve them.
• A goal-oriented framework: Effective coaching plans focus on setting SMART goals. This results-driven approach ensures the coaching process addresses specific goals and helps employees achieve them.
• Alignment with organizational objectives: A good coaching plan bridges the gap between individual development and organizational priorities. This alignment ensures that employee progress supports the company’s strategic goals.
• Addressing performance gaps: Coaching plans help identify and address performance challenges. These gaps can be tackled constructively through tools like performance reviews, peer coaching, and digital platforms.
• Boosting employee potential and engagement: Personalized coaching plans make employees feel supported and valued, boosting morale and engagement. Additionally, clear pathways for career growth can increase retention rates.

Why use a coaching plan template?

A coaching plan template helps you provide managers with the tools to create structured, effective coaching plans. Below are the key benefits of using such a template:

Greater efficiency

A coaching plan template saves time and effort by providing a structured format to work with. Instead of starting from scratch, you can use the template to quickly outline tailored coaching plans, allowing you to focus on meaningful conversations with employees.

Consistency through standardization

By using a coaching template, you can ensure all employees receive consistent attention and resources. This helps you maintain fairness across different teams and create an equitable development environment where everyone feels valued.

Better scalability

A coaching template is designed to scale effortlessly across teams or departments. If you work at a large organization, these templates make it easier to replicate successful coaching practices and ensure consistent quality throughout the company.

Enhanced tracking

A coaching template makes it much easier to monitor progress and outcomes. The structured format lets you clearly document goals, milestones, and achievements, giving coaches and employees a transparent way to measure success and adjust plans as needed.

Improved accountability

A coaching plan template improves accountability by setting clear goals, roles, and deadlines. It tracks progress, ensures everyone knows their responsibilities, and keeps actions documented. This transparency helps measure results and keeps everyone focused on their commitments.

HR tip

Build a culture of peer coaching by training employees to support each other’s growth. For instance, small peer coaching groups (5–12 members) can be effective in building trust, sharing challenges, and generating solutions collaboratively. This approach not only improves individual development but also strengthens team dynamics.

Key elements of a good coaching plan template

To ensure maximum efficiency when developing a coaching plan using a template, your template should have the following elements:

• Clear objectives: Clear objectives form the foundation of any good coaching template. They define and provide direction, helping both the coach and employee focus on specific outcomes that align individual growth with organizational goals.
• Action steps: A coaching action plan template should outline employees’ practical steps to reach their goals. This makes large goals more manageable, ensuring steady progress through smaller, more achievable tasks.
• Timeline: This establishes deadlines for overall goals and each action step needed to achieve them. It also helps maintain momentum and ensures both coach and employee stay on track throughout the coaching process.
• Responsibilities: A good employee coaching plan template assigns clear responsibilities to the coach and the employee. This ensures accountability and keeps everyone aligned on their roles in the coaching journey. This section should also cover the support required to achieve the objectives within the specified timelines.
• Success metrics: These make it easier to measure progress and outcomes. By including quantifiable indicators of success (e.g., performance improvements or skills acquisition), managers can objectively evaluate the plan’s effectiveness.
• Feedback loops: Continuous feedback is critical for refining the coaching process. A good coaching template for managers includes regular check-ins or feedback sessions to assess progress, address challenges, and adjust the plan.

Free coaching plan template

AIHR has developed its own customizable coaching template, which you can download for free using the link below.

11 coaching plan examples

Example 1: Leadership development coaching plan

Designed to cultivate leadership skills, this coaching plan focuses on areas like decision-making, strategic thinking, team management, and emotional intelligence. Companies often use this to prepare high-potential employees for leadership roles or further develop the abilities of existing leaders.

Example 2: Performance improvement coaching plan

This coaching plan example is useful for addressing performance gaps and helping employees meet job expectations. It typically involves identifying specific challenges, setting measurable goals, and providing actionable feedback to improve productivity or efficiency.

Example 3: Career progression coaching plan

This plan is ideal for employees seeking career advancement, as it outlines steps for career growth within the company. It focuses on identifying skills or experiences required for promotion, mapping out development goals, and aligning individual aspirations with organizational opportunities.

Example 4: Succession planning coaching plan

The succession planning coaching plan grooms employees for future leadership roles and prepares them to assume critical senior positions as part of the organization’s succession strategy. It emphasizes cross-training, mentorship, and strategic skill development.

Example 5: Conflict resolution coaching plan

This coaching plan is designed to help employees or teams manage and resolve workplace conflicts effectively. It focuses on communication skills, emotional intelligence, and problem-solving techniques to create a more harmonious and conducive work environment.

Example 6: Skill-specific coaching plan

This plan targets specific skills, including technical skills (e.g., coding and data analysis) and soft skills (e.g., communication and negotiation). It allows for a significant level of customization to suit each individual’s role and goals, providing focused development in areas critical for their success.

Example 7: New manager onboarding coaching plan

This coaching plan is designed to help first-time managers transition smoothly into their new roles. It focuses on developing important managerial skills, such as delegation, team motivation, and performance evaluation. This helps ensure an effective, seamless shift into leadership.

Example 8: Diversity and inclusion coaching plan

Aimed at promoting equity and inclusivity, this coaching plan helps leaders and employees understand unconscious bias and what they can do to minimize it, improve cross-cultural communication, and create a more inclusive, equitable workplace culture.

Example 9: Time management coaching plan

This coaching action plan helps employees optimize their time by prioritizing their tasks effectively. It can be particularly useful for individuals who struggle with meeting deadlines or managing multiple responsibilities simultaneously.

Example 10: Executive coaching plan

Aimed at senior leaders, the executive coaching plan focuses on strategic thinking, decision-making, and organizational influence. It helps executives refine their leadership style, handle complex challenges, drive employee growth, and align their vision with company goals.

Example 11: Team-building coaching plan

Designed to enhance collaboration and cohesion, this coaching plan focuses on improving team dynamics, building trust, and aligning team goals. Organizations may use it to help new or restructured teams to build synergy and improve performance.

7 steps to build a coaching program

Use this step-by-step guide to design a fair, effective coaching program that drives employee growth and aligns individual and team development with organizational objectives.

Step 1: Start with clear communication

Begin by discussing the goals and expectations of the coaching program with the employee. Clearly articulate how the coaching action plan will benefit them and contribute to their development. This will set the stage for a transparent and collaborative process and ensure that all parties are aligned.

Step 2: Customize the plan

Tailor the coaching plan to the individual’s role, strengths, and areas for improvement. Use a coaching plan template as a starting point to structure the process and adapt it to fit specific development needs (whether they involve leadership, performance, or skill-building).

3. Set SMART goals

Define objectives that are specific, measurable, achievable, relevant, and time-bound. SMART goals provide a clear roadmap for both the employee and coach, ensuring tangible progress and aligning personal and organizational priorities.

4. Make the process collaborative

Involve the employee in designing their coaching plan to encourage ownership and commitment. Collaborative discussions on goals and action steps promote engagement and ensure the plan resonates with the employee’s aspirations and motivations. This not only increases engagement but productivity and retention as well.

A coaching program should be structured, actionable, and trackable and encourage transparency. When used effectively, it not only drives employee growth and development but instills a culture of performance and creates an engaged workforce. A well-executed coaching program is supported by HR, facilitated by the line manager, and driven by the employee.

Dr Marna van der Merwe, Subject Matter Expert, AIHR

5. Schedule regular check-ins

Establish a schedule for consistent coaching sessions to review progress and address challenges. These regular touchpoints keep the coaching action plan on track and provide opportunities for real-time adjustments. Additionally, they show the employee that their coach is equally engaged and committed to their development.

6. Incorporate feedback from relevant parties

Use feedback as a core element of the coaching program. Solicit input from employees, peers, and managers to better understand the employee’s progress. Constructive feedback can also help refine the plan and support continuous improvement.

7. Celebrate successes to drive motivation

Acknowledge and celebrate milestones achieved through the coaching plan. Recognizing progress motivates employees, reinforces the program’s value, and encourages continued effort toward their goals.

To sum up

A coaching plan can transform employee development and drive better business outcomes. A well-designed coaching plan template can help you streamline the process, ensuring consistency, scalability, and measurable results. This enables individual growth and supports strategic organizational goals, creating a more engaged and motivated workforce.

AIHR’s free, customizable coaching plan template is a good place to start. It provides the structure you need to achieve positive results, address performance gaps, prepare future leaders, and enhance team dynamics.

FAQ

The post [Free] Coaching Plan Template and Guide for 2025 appeared first on AIHR.

This article explores how the 90-day review process can support new hires’ success, empower managers to lead effectively and foster a high-performing, supportive culture that keeps top talent engaged.

Contents
What is a 90 day review?
How can a 90 day review template benefit your organization?
What should a 90 day review template include?
How to write a 90 day review using a template
Free customizable 90 day review template
How can HR managers provide constructive feedback during a 90 day review?
24 sample questions to ask new hires after their first 90 days
Best practices for hiring managers conducting 90 day reviews

What is a 90 day review?

A 90 day review is a new hire’s formal evaluation at the three-month mark. It assesses their initial performance, integration into the company culture, and alignment with role expectations. It provides both the new hire and their manager an opportunity to reflect on successes, identify areas for improvement, and address challenges during the onboarding period.

This review ensures they’re on track with their onboarding, have the support they need, and get the chance to clarify expectations and offer feedback. It also allows managers to offer constructive feedback, reinforcing positive behaviors and driving performance.

How can a 90 day review template benefit your organization?

A 90 day review template provides a structured framework for assessing and supporting new hires. This helps employees understand the skills and knowledge they need to excel, leading to better performance, engagement, and retention.

Using a template also creates a clear roadmap for both managers and employees by outlining specific performance metrics, role expectations, and developmental goals.

What should a 90 day review template include?

Let’s take a look at what each template should include, as well as typical dos and don’ts when designing and implementing a 90-day review:

Performance metrics

These help evaluate the employee’s performance against role expectations with clear, measurable criteria aligned with the job description. Some examples are project completion rates, customer satisfaction scores, or team collaboration efforts.

Do: Use specific, quantifiable metrics to assess performance objectively. Include examples of the employee’s contributions, such as successful project outcomes or consistent deadlines.

Don’t: Use vague or subjective criteria, such as “works hard” or “shows potential”, as they don’t provide actionable insights.

Goal assessments

Use these to revisit the onboarding goals and evaluate the employee’s progress. Goals might include mastering specific tools, improving skills, or contributing to key projects.

Do: Highlight the first 90 days’ goals and set new achievable targets for the next phase. Ensure goals are SMART (Specific, Measurable, Achievable, Relevant, Time-bound).

Don’t: Set overly ambitious or unrelated goals, as this may overwhelm the employee or cause disengagement.

Feedback sections

Create space for an open information exchange between the manager and employee. It should cover the employee’s strengths, areas for improvement, and how the organization can better support them.

Do: Offer constructive, balanced feedback, including praise for achievements and suggestions. Use specific examples to reinforce points and encourage two-way communication.

Don’t: Be overly critical or give generic, vague feedback that can demotivate or confuse the employee. Likewise, don’t focus only on the positives and ignore areas needing improvement.

Areas for improvement

This section is for identifying skills or behaviors the employee needs to improve to meet role expectations. This section should outline actionable steps or resources like training programs or mentoring opportunities.

Do: Frame improvement areas as growth opportunities and include a clear plan for the employee to address them. Provide actionable steps, like attending a specific workshop or shadowing a colleague.

Don’t: Focus solely on weaknesses without offering solutions, as this can create a sense of failure and demotivation rather than motivation to improve.

Cultural integration

Ensure there’s space to assess how well the employee has integrated into your organization’s culture, including their ability to adapt to the company’s values, work environment, and team dynamics.

Do: Ask specific questions about the employee’s feelings about the workplace environment and team collaboration. Encourage feedback on their onboarding experience and overall fit within the company culture.

Don’t: Assume cultural integration without employee input. Be sure to ask how they think they fit into the workplace culture and provide added support to accommodate their integration needs if necessary.

Skill development

This allows you to evaluate the employee’s progress in learning the specific technical or soft skills for their role and identify where they may need additional training.

Do: Include a list of key skills relevant to the role and rate the employee’s proficiency in them. Suggest targeted training or resources to develop critical areas further.

Don’t: Give vague assessments like “needs improvement” without specifying which skills are lacking or how to develop them. Additionally, don’t expect complete mastery of every skill within the first 90 days.

Team collaboration

Assess how the employee collaborates with colleagues, contributes to team goals, and supports productivity. This is crucial for gauging their integration into the workforce.

Do: Gather feedback from team members to provide a well-rounded view of the employee’s collaboration efforts. Highlight instances where the employee has added value to team projects or demonstrated strong interpersonal skills.

Don’t: Focus only on isolated incidents of conflict or miscommunication without acknowledging their contributions to the team. Don’t ignore management’s role in nurturing effective team dynamics, either.

HR tip

Include a self-assessment portion or addition to the template. This will allow employees to evaluate their own performance and share insights from their first 90 days. This promotes ownership and engagement in the review process.

Problem-solving abilities

Highlight the employee’s critical thinking and problem-solving skills, especially how they approach challenges and implement solutions in their role.

Do: Provide examples of situations where they solved problems or made decisions. Discuss strategies for tackling more complex challenges in the future.

Don’t: Critique their problem-solving skills without offering guidance on improvement. Also avoid overlooking their creativity or initiative, even if their solutions were imperfect.

Work prioritization and time management

Finally, include a section on the template to review how effectively the employee has prioritized tasks, managed deadlines, and balanced responsibilities during their first 90 days.

Do: Use specific examples to highlight their time management or areas for improvement. Provide tips or tools to help them prioritize effectively.

Don’t: Give general feedback like “needs better time management” without using specific examples or situations or providing actionable advice.

How to write a 90 day review using a template

Phase 1: Preparation and data gathering

Start by gathering essential documentation about the role and employee. You’ll need the original job description, initial onboarding goals, and any documented expectations from the hiring process. Schedule the review at least two weeks in advance to give them enough time to prepare for it.

Gather concrete examples of the employee’s work, including:

• Completed projects and outcomes
• Team feedback and collaboration
• Customer or stakeholder interactions
• Training completion records
• Any documented challenges or successes.

Phase 2: Customize the review framework

Tailor the review to reflect the position’s unique aspects. For technical roles, focus on specific skills and project deliverables. For customer-facing positions, emphasize service metrics and relationship management skills.

Consider specific industry needs, such as:

• In healthcare: Create sections for patient care metrics, compliance requirements, and safety protocols. Include verification of required certifications and licensing status.
• In technology: Focus on technical skill development, code quality metrics, and project methodology adoption. Include sections for security clearances and technical certifications.
• In financial services: Incorporate regulatory compliance checks, risk management assessments, and client portfolio management metrics.

Phase 3: Cultural alignment assessment

Examine specific examples of how well the employee embodies company values. For instance, you could describe a situation where the employee has demonstrated the core value of innovation and consider how this aligns with the company’s approach to creative problem-solving.

Evaluate the employee’s cultural fit by assessing their:

• Communication style and effectiveness
• Team collaboration
• Adaptation to company norms
• Contribution to team dynamics.

Phase 4: Performance evaluation structure

Frame each competency assessment with a clear description of expected behavior, specific examples of demonstrated performance, development areas, and improvement action items.

Review the initial 90-day goals using this framework:

• State the original goal
• Describe progress made
• Analyze any obstacles encountered
• Document lessons learned
• Set revised or new goals.

Phase 5: Development planning

Create a forward-looking development plan that includes short-term objectives (next 90 days), long-term career aspirations, specific skills development needs, required resources or support, and achievement timeline.

For each development area, outline specific actions to take, resources needed, the completion timeline, success metrics, and a check-in schedule.

Phase 6: Documentation and follow-up

Establish a formal record that includes a performance assessment summary, specific examples and detailed feedback, agreed-upon action items, development plan details, and signatures and acknowledgments.

Conclude the review by deciding on the next steps and doing the following:

• Setting follow-up meeting dates
• Clarifying expectations
• Confirming resource availability
• Establishing communication channels
• Scheduling regular check-ins.

HR tip

Review and update the template on a quarterly basis to ensure it remains relevant and effective. When doing this, consider changing business needs, updated industry requirements, employee feedback, and developments in best practices.

Free customizable 90 day review template

AIHR has created a free 90 day review template that you can download and customize to your organizational needs.

The role of HR managers in the 90 day review

While hiring managers focus on role-specific performance, HR managers bring a broader perspective. As an HR manager, you should ensure the 90 day review process supports both the hiring manager and new hires.

Check in with the hiring manager to assess how each new hire is adapting and provide tools like templates and guidelines to prepare for the review. You should also help identify what frameworks or resources the hiring manager might need to support a new hire after their onboarding.

Also, speak directly with each new hire to evaluate their fit with the company’s culture and values. Identify any training needs or areas that require additional support. These conversations ensure you can address challenges and help the new hire feel supported.

After the 90-day review, follow up to implement any agreed-upon actions, such as training, mentoring, or performance goals. You should then track progress and offer continued support to ensure the new hire’s long-term success.

For most hiring managers, giving feedback can feel daunting. Having a method or approach to help guide the feedback process not only helps build their communication skills but can empower them to step into their role with confidence.

Marna van der Merwe, Subject Matter Expert, AIHR

24 sample questions to ask new hires after their first 90 days

General experience

1. How would you describe your first 90 days at the company?
2. What’s your biggest success or achievement so far?
3. What challenges have you encountered, and how can we help you with them?
4. Has the role met your expectations based on the job description and interviews?

Onboarding process

5. Was the onboarding process helpful in preparing you for your role?
6. Do you have any improvements or additional onboarding resources to suggest?
7. Did you receive adequate training to perform your duties?

Role and responsibilities

8. Are you confident in understanding your role and responsibilities?
9. Are you uncertain about any aspect of your job, or do you need more training?
10. Are you clear on the goals and expectations for your position?

Workplace integration

11. How would you describe your relationship with your team and manager?
12. Do you feel comfortable and included in the workplace culture?
13. How can we help you feel more integrated with the team?

Feedback and communication

14. Have you received enough feedback from your manager in your first 90 days?
15. Are you comfortable giving feedback or raising concerns when necessary?
16. Is there anything you wish you’d communicated earlier to your manager or team?

Resources and tools

17. Do you have the tools and resources to do your job effectively?
18. Is there any support or technology that would make your work easier?

Career development and future goals

19. Do you have any skills you’d like to develop in your role?
20. Do you see yourself achieving your career goals here?
21. Are there any projects or initiatives you’d like to join going forward?

Organizational feedback

22. Is there anything about the company’s processes or culture that could be improved?
23. What do you enjoy most about working here so far?
24. Are there any concerns or issues you’d like to discuss or suggest improvements for? 

Best practices for hiring managers conducting 90 day reviews

Below are some best practices hiring managers should observe when conducting 90 day reviews. In addition to these practices, it’s also useful to give each employee time and guidance to reflect and prepare for their 90 day review meeting.

This removes uncertainty, helps drive a constructive conversation, and gives them autonomy in their own onboarding process. Additionally, it relieves pressure on the line manager to drive the conversation only from their side, encouraging dialogue and mutual participation.

1. Prepare for the review meeting

Gather relevant information and insights ahead of time—review the new hire’s performance metrics, project outcomes, and feedback. Next, identify specific examples of successes and areas for improvement to discuss during the meeting.

You should also revisit the onboarding goals and expectations to evaluate progress and create a clear agenda for the meeting to cover all important topics.

→ HR’s role: Provide managers with a checklist or template to organize their notes and properly structure the discussion.

2. Communicate effectively

Strong communication is essential for building trust and ensuring the new hire feels supported. The review meeting should be a two-way conversation, not just a critique. To establish a positive tone, start the meeting by highlighting the employee’s achievements and contributions.

When providing feedback, use clear, specific language, cite examples to support observations, and encourage the employee to share their reflections on their progress, challenges, and experiences. It’s also important to be empathetic and listen to their perspective to ensure open dialogue.

→ HR’s role: Offer training on giving constructive feedback and handling sensitive topics to ensure managers approach the conversation confidently. 

3. Set goals together

The review should align the new hire’s goals with team and organizational objectives, supporting a sense of purpose and direction. Start by setting SMART goals for the next review period, then identify areas for the new hire to improve or develop skills.

From here, you can discuss resources or training opportunities to support these goals and align them with the employee’s career aspirations and the organization’s strategic priorities.

→ HR’s role: Provide managers with examples of effective goal-setting techniques and tools for tracking progress. 

4. Address challenges and barriers

Hiring managers must identify and address any obstacles hindering the new hire’s success. To do so, create a safe space for the employee to discuss challenges related to the role, team dynamics, or workplace resources.

Focus on problem-solving by brainstorming actionable solutions together, and offer support (e.g., mentorship, training, or workload adjustments) to help overcome barriers. You can then follow up on identified challenges to ensure progress.

→ HR’s role: Encourage managers to adopt a growth mindset and view challenges as opportunities for improvement rather than failures.

5. Ensure fair and accurate evaluations

A 90 day review should be an objective and balanced assessment of the new hire’s performance and potential. To ensure this, evaluations should be based on measurable performance data and specific examples, not subjective opinions.

Gathering feedback from team members, peers, and stakeholders can also offer a well-rounded perspective. Additionally, be sure to avoid bias by focusing on the new hire’s actual performance rather than comparisons to previous employees. You should also acknowledge that the first 90 days are a learning period for the new hire and set realistic progress expectations.

→ HR’s role: Offer training on unconscious bias and objective performance evaluation to ensure managers conduct fair reviews.

To sum up

What makes 90 day reviews work isn’t just the right template or structure—it’s the genuine commitment to meaningful, two-way conversations. When organizations treat these reviews as chances for growth rather than simple assessments, they create a workplace where new employees feel supported, valued, and confident.

Regular updates to templates, ongoing manager training, and feedback collection ensure the process remains useful and meaningful for everyone involved. A well-executed 90 day review is essential to helping new employees succeed and grow within the organization.

The post 90 Day Review Template: Your Guide To Effective Reviews (Plus Free Template) appeared first on AIHR.

However, 52% of employees said the main reason they’d quit their jobs was that they didn’t feel their managers valued them. This suggests that a lack of competent leaders can lead to companies losing talent. This article discusses leadership competencies and how to develop and implement a leadership competency model to nurture effective leadership.

Contents
What are leadership competencies?
What is a leadership competency model?
The purpose and importance of a leadership competency model
Types of leadership competency models
9 steps to develop a leadership competency model
7 real-world leadership competency model examples

What are leadership competencies?

Leadership competencies refer to the soft and technical skills, knowledge, behaviors, and other qualities that enable leaders to motivate and coach others to achieve shared strategic objectives. Different leadership roles usually require different leadership attributes and competencies, which leaders can achieve through competency mapping. 

SHRM assigns key leadership competencies into three categories: competencies for leading the organization, competencies for leading others, and competencies for leading yourself. Some leadership core competencies include people management, decision-making, entrepreneurship, coaching ability, conflict management, and industry experience. 

HR professionals must understand the key competencies of leaders so they can help develop effective leaders in their organizations.

What is a leadership competency model?

A leadership competency model, also known as a leadership competency framework, outlines the essential competencies leaders need within a specific industry or organization. Its development takes into account an organization’s goals, values, and leadership philosophy.

You can use it to identify, develop, and assess the performance of existing leaders and employees with leadership potential. This allows you to determine their suitability for leadership roles in the business.

The purpose and importance of a leadership competency model

An effective leadership competency model offers some important benefits to HR and employees, such as:

• Hiring and mobility: HR and managers can use the model to determine the right competencies for senior positions and candidates who possess them. This also helps in succession planning, as it identifies employees who could be potential successors.
• Training: A leadership competency model can help pinpoint skills gaps, allowing you to prioritize the most relevant training and development programs. Those interested in these roles will also be clear on their expectations and areas for improvement.
• Evaluation: The framework allows you to assess competencies and leadership performance. You can then target and measure skills, knowledge, and behaviors aligned with leadership and set clear expectations for those keen on leadership positions.
• Career planning: A leadership competency model can provide employees with a clear, detailed path to progression. This makes their career growth journey easier, which can boost motivation and performance and increase retention.

Types of leadership competency models

Here are some well-known, widely used leadership competency models you can consider for your organization:

SHRM Competency Model

The SHRM Competency Model is the result of research involving thousands of HR professionals to determine the nine most essential competencies for HR success.

These consist of eight behavioral competencies:

1. Leadership and Navigation
2. Ethical Practice
3. Relationship Management
4. Communication
5. Global and Cultural Effectiveness
6. Business Acumen
7. Consultation
8. Critical Evaluation

And one technical competency (HR expertise).

Korn Ferry Leadership Architect competency framework

The Korn Ferry Leadership Architect competency framework is a global competency framework that includes 38 behavioral leadership skills to help all employees make meaningful professional contributions.

The framework outlines the top competencies to look for based on the type of leader needed. For instance, a leader who excels at driving team engagement must be able to build effective teams, attract top talent, and provide vision and purpose.

Zenger Folkman Leadership Competency Model

The Zenger Folkman Leadership Competency Model is based on the concept of the “leadership tent,” which consists of five tent poles representing different sets of competencies: personal capability, a focus on results, character, interpersonal skills, and the ability to lead change.

These five poles cover a total of 19 competencies. According to the model, a person who masters only one of these poles is far less likely to succeed (8% to 9%) than someone who has mastered at least two poles (82%).

Drotter’s Leadership Pipeline Passages

Drotter’s Leadership Pipeline Passages is a well-known approach to leadership competency that provides a structure for understanding the expectations of leaders as they progress. It outlines six key transitions (or “passages”) leaders must navigate to grow within an organization. These passages involve shifts in skills, time application, and work values.

The transitions include moving from managing self to managing others and then managing managers. The next steps are functional leadership, business unit leadership, group leadership, and, finally, enterprise leadership. Each step requires new competencies, effective delegation, and embracing a broader perspective while letting go of previous operational roles.

9 steps to develop a leadership competency model

To develop and implement an effective leadership competency model framework for your organization, follow these nine steps:

1. Understand organizational goals and culture

The first step to developing a leadership competency model is to carefully consider your organization’s objectives, values, mission, and culture. These will determine your needs and goals. 

For example, assess your current leaders’ efficiency and pinpoint the missing or underdeveloped leadership skills preventing the company from reaching its goals. One-on-one interviews, focus groups, surveys, and performance data can help gather key insights.

2. Identify key leadership roles 

The next step is to map out your leadership positions and determine their main responsibilities. This involves identifying the key tasks, decision-making authority, and areas of accountability for each role. Once you’ve established these responsibilities, you can develop a list of essential leadership competencies.

This approach ensures alignment between the expectations for each role and the skills and qualities required, helping create a solid foundation for effective leadership development and recruitment.

HR tip

Common leadership competencies include communication, team management, emotional intelligence, problem-solving, and innovation. The core competencies needed for your leaders to thrive may differ greatly from those needed in a different organization or industry. For example, the leadership competencies a software company needs would differ from those of a non-profit organization.

3. Engage stakeholders

It’s important to talk to key stakeholders (including directors, senior leaders, HR, managers, and employees) as early as possible to gain buy-in for your leadership framework. Show them how the proposed competency model will benefit them and the wider organization.

Additionally, engaging stakeholders promotes transparency and can help shape the overall design of your leadership competency model. It can also foster trust in the framework and your HR team.

4. Conduct competency research 

Use industry benchmarks, alongside the models and best practices detailed in this article, to determine patterns of key or emerging leadership skills. Look for any competitive advantage you can find to develop and retain strong leaders.

You can also conduct a job analysis to review current leadership roles in your organization to spot any specific shared competencies that can help develop effective leaders.  

5. Prioritize the most important competencies

By now, you’ll have an extensive list of key leadership competencies, which you should narrow down to seven to 10 core competencies. This is a manageable number for performance management, as well as training and development initiatives.

You can use a mix of surveys and performance data to validate your chosen competencies, learn how to adapt them to meet your organization’s needs, and prioritize them based on their impact on your workforce and the business.

Including leaders in the process of defining leadership competencies and desired behaviors is a great way to gain buy-in for your leadership competency model, and reinforce culture and values. And to integrate the model effectively into other practices and show organizational value, ensure it’s clearly defined and objectively measurable.

Dr Marna van der Merwe, Subject Matter Expert, AIHR

6. Establish behavioral indicators

Each competency must have defined tiers that provide a clear progression path for leaders (e.g., basic, intermediate, and expert levels). Additionally, each level needs a detailed description that clarifies the skills, knowledge, experience, and observable behaviors needed to perform at that level.

Include specific, measurable indicators for each competency level that demonstrate proficiency. This will help employees understand what’s expected of them and help managers conduct consistent performance evaluations across the organization. 

7. Test and refine the model

The next step is to pilot your leadership competency model with a small group of leaders. Use a mix of feedback from focus groups, one-on-one interviews, workshops, and performance discussions to help inform any necessary changes.

This will also help drive buy-in and commitment to the model, allow you to adjust competencies if needed, and further align your framework with strategic organizational goals. 

8. Integrate the model into your current HR processes

It’s important to train all leaders and your HR team on how to use the leadership competency model effectively. You can run workshops and create online resources to help leaders understand how to assess competencies, identify skills gaps, and create targeted development programs.

Integrate the model into key HR processes, such as hiring, training, performance evaluation, succession planning, and leadership development. Job descriptions, performance appraisals, and development plans should incorporate the chosen competencies to help employees pursue and achieve their career goals. 

HR tip

Integrating your leadership competency model with HR processes helps to maximize its impact on organizational success. Integrating the leadership competency framework with HR processes such as recruitment, performance appraisals, and succession planning ensures consistency and maximizes its impact on organizational success.

9. Monitor and update the model whenever necessary

The final step is to set up a system that gives you continuous feedback on your leadership competency model so you can make improvements when needed. For example, sending a survey out three months after implementing the framework can help you determine if it’s helping develop effective leaders and if its competencies are relevant.

Remember that your leadership competency framework is an evolving system, and use regular feedback to help you make any required changes.

7 real-world leadership competency model examples

Here are some real-life examples of leadership competency models that could inspire your approach: 

Example 1: California Department of Human Resources (CalHR)

The CalHR Leadership Competency Model includes the competencies of business acumen, inspirational leadership, results-oriented leadership, stewardship, talent management, and vision and strategic thinking.

Each broad competency covers a series of skills, knowledge, and behaviors. For example, inspirational leadership includes being mission-centric, actively engaged, and outcome-focused. Each smaller competency has ​​​proficiency-level behavior indicators, from level 1 (novice) to level 5 (expert).

Example 2: Deloitte

Deloitte’s Leadership Capability Model helps assess the potential of individual leaders. It has two distinct elements: developable capabilities (learned factors) and leadership potential (innate factors). The strength of a leader’s potential determines the speed of their progress in the organization. 

Deloitte determined eight core competencies: inspirational leadership, execution, influence, collaboration, direction, business judgment, competitive edge, and talent-building. Each competency has four levels, from Operational Leader (level 1) to Enterprise Leader (level 4). 

Example 3: GitLab

GitLab has a set of values, remote work, and functional competencies for each of its roles. It also uses a separate list of manager and leadership competencies in leadership development to create impactful training programs.

The company’s core leadership competencies are emotional intelligence, modeling a culture of feedback, coaching, conflict resolution, and building high-performing teams. 

Example 4: KIPP

The KIPP leadership competency framework helps the organization effectively select, train, evaluate, retain, and promote leaders. The model’s main categories are Drive Results, Build Relationships, and Manage People, and these three categories contain core competencies. 

For example, Drive Results includes achievement orientation, continuous learning, critical thinking and problem-solving, decision-making, and planning and execution. Each competency covers certain skills and behaviors. For instance, the key behaviors of achievement orientation are challenging goals, initiative, follow-through, resilience, flexibility, and focus on results.

Example 5: National Education Association (NEA)

The NEA Leadership Competency Model was created to define and assess education leaders’ leadership skills and abilities. It contains seven core competencies split into three categories or levels.

For instance, Level 1 covers foundational competencies linked to the leading of self; these competencies include organizing and strategy fiscal health. Level 2 covers mobilizing and power-building competencies associated with leading others, and Level 3 covers agenda-driving competencies needed to lead an organization.

Example 6: Procter & Gamble (P&G)

P&G uses the 5E Leadership Model, which revolves around five key actions: envisioning a clear future, engaging others in a shared purpose, enabling success through resources and support, executing plans with focus, and evaluating outcomes for continuous improvement.

This framework encourages leaders to align goals, foster collaboration, and adapt based on results to drive long-term success. Under this model, P&G identified three core competencies for success: leadership, strategy, and operational discipline. The company believes these are necessary to achieve personal and organizational goals.

Example 7: TATA Power

TATA Power’s transition to a green future has meant reskilling and upskilling its employees. To shape future leaders, its Aspire-Motivate-Perform (AMP) Leadership Competency Model takes a three-tiered approach to training.

The model emphasizes six key attributes: being powerful and nimble, energizing customers, delivering desired results, fueling excellence, being powered by purpose, and fostering a culture of continuous learning. Partnering with various institutions, it has created programs for senior leaders, middle management, and first-time managers.

To sum up

A leadership competency model helps build strong leaders who drive team success and keep your organization competitive. It provides clear guidance for hiring, training, and planning for the future, ensuring you prepare leaders sufficiently for future plans and challenges.

Investing in leadership development strengthens your team, improves engagement, and boosts overall performance. Take time to design the right leadership framework to support your leaders, integrate it into the organization, and monitor and refine it as the organization’s goals evolve.

The post Your 9-Step Guide To Developing The Right Leadership Competency Model appeared first on AIHR.

By identifying key skills, setting actionable goals, and tracking progress, IDPs create a clear path for employees to build new competencies and advance their careers. This article examines different examples of individual development plans and provides a free, customizable IDP template.

Contents
What is an individual development plan?
The benefits of IDPs
What to include in your individual development plan template
7 individual development plan examples
Free individual development plan templates
8 HR steps for implementing IDPs in your organization
How to determine the success of IDPs

What is an individual development plan?

An individual development plan (IDP) is a personalized career growth roadmap that outlines an employee’s career goals and the skills or competencies they need to develop to achieve them. 

Each employee builds their IDP together with their supervisor to ensure alignment with organizational objectives. IDPs shouldn’t just address current job requirements but also guide long-term career growth and professional development.

The benefits of IDPs

Well-designed IDPs can help both the employer and the employee. These benefits include:

For the employer

• Enhanced retention: Investing in individual growth and aligning personal goals with organizational needs can help improve employee retention.
• Increased productivity and engagement: Helping employees develop relevant skills for their roles can lead to greater employee engagement and productivity.
• More support for succession planning: Preparing employees for future roles and leadership positions can boost your company’s succession planning efforts.
• Improved team performance: Employees acquiring new skills can drive collective outcomes that benefit their teams and the company in the long term.

For the employee

• A clear roadmap: An IDP provides a detailed roadmap for achieving career goals, making each worker’s professional growth more intentional and structured.
• Increased job satisfaction and motivation: Ensuring an employee’s sense of progress and purpose is likely to improve their motivation and job satisfaction.
• Greater confidence: As employees gain new skills and competencies relevant to their roles, they’re likely to become more confident at work and take more initiative.
• Proactive learning and skill-building: Empowering employees to take ownership of their career paths will encourage them to be more proactive in developing new skills.

“IDPs are a powerful way to show mutual commitment to continuous learning and the development of an organization and its employees. It has the potential to build robust organizational capabilities while providing tools to employees to develop their skills.”

Dr Marna van der Merwe, Subject Matter Expert, AIHR

What to include in your individual development plan template

Using an IDP template can make crafting an IDP quicker and more efficient and ensure you don’t leave out any important details. A good IDP template should include the following elements:

Competency and skill analysis

A competency and skill analysis allows employees to assess their current skills and identify those relevant to their roles and career aspirations.

To conduct this analysis, employees must list critical skills for their current roles and additional competencies needed for future goals. Encourage them to identify skills gaps and seek feedback from managers or colleagues for further insights.

Goal setting

Setting goals helps provide direction for the IDP by ensuring each step in the plan aligns with the employee’s career objectives. At the same time, using SMART criteria can help them set realistic goals.

These should include both short- and long-term goals to ensure balanced employee development. An example of a short-term goal is completing a course, while a long-term goal could be an employee aiming to progress into leadership.

Actionable steps and resources

This section breaks down each goal into specific actions and lists the resources needed to achieve them. Employees should outline the necessary steps for each goal they’ve listed, including deadlines and expected outcomes.

Next, help them identify resources that can provide support for them in reaching their goals. These can include training, mentorship, relevant courses, internal resources like job shadowing, and external resources like relevant certifications.

Milestones and progress tracking

This helps the employee define specific points to evaluate their progress, keeping them motivated by acknowledging their achievements. Guide employees to set clear milestones for each goal and schedule regular check-ins with managers to assess progress, address challenges, and adjust as needed.

Success criteria

These criteria define what the successful achievement of each goal looks like and, as such, help employees set concrete targets to work toward.

Get them to include it in their IDPs by having them outline measurable indicators for each goal, such as passing exams, positive feedback, or project completion. This will help both managers and employees objectively gauge success in all relevant aspects.

Timeline

Employees must also establish a realistic timeframe for each goal in order to keep their respective IDPs on track. You can work with them to set specific dates for key milestones. Doing so will not only ensure a structured approach but also help prevent procrastination.

At the same time, you can also use visualization tools (e.g., Gantt charts) or project management software to provide a comprehensive view of the timeline and make it easier to monitor progress. Calendar reminders or periodic alerts can serve as helpful nudges to keep the plan on track and highlight any potential delays.

Support and accountability

A strong support network and accountability mechanisms are crucial for an IDP’s success. Employees should identify mentors, managers, or colleagues who can provide constructive feedback, guidance, and encouragement throughout their development journey.

Schedule regular check-ins and progress reviews to create opportunities for meaningful discussions about employees’ challenges and achievements. Additionally, use tools like progress trackers or shared updates to ensure transparency and alignment among each employee and their supporters.

7 individual development plan examples

1. New employee development plan

A new employee PDP helps HR professionals streamline the onboarding process by shortening the ramp-up period and setting clear expectations. This type of development plan focuses on helping new hires adapt to their roles, understand the company culture, and build essential skills right from the start.

Typically, it includes a 30-60-90-day plan that outlines responsibilities and supports skill-building. By providing this structure, the PDP sets the stage for long-term growth, helping employees quickly get up to speed and feel confident in their new position.

Example plan:

• Goal summary: Achieve proficiency in core job responsibilities within 90 days.
• Key tasks:
  • Understanding company tools (e.g., CRM or internal systems).
  • Communication and collaboration with teammates.
• Action steps:
  • Complete company onboarding training within the first month.
  • Shadow a senior employee for two weeks.
  • Schedule weekly check-ins with the manager to review progress.

2. Individual development plan for managers

Managers play an essential role in driving team success. A tailored IDP for managers should focus on leadership, communication, and team-building skills.

Example plan:

Schedule 360-degree feedback sessions with team members to identify areas for improvement.

• Goal: Enhance leadership skills to effectively manage and mentor a team.
• Skills to develop:
  • Conflict resolution.
  • Delegation and time management.
• Action steps:
  • Enroll in a leadership training workshop within the next quarter.
  • Read two recommended leadership books.

3. Technical skill development for specialists

Specialists like software developers, data scientists, or engineers often need continuous technical growth to stay competitive. A technical skill development plan focuses on honing their expertise and exploring new skills relevant to their field.

Example plan:

• Goal: Master new programming languages or tools within six months.
• Skills to develop:
  • Proficiency in Python for data analytics.
  • Advanced knowledge of project management software.
• Action steps:
  • Enroll in a Python certification course by the end of the month.
  • Spend two hours weekly practicing programming through hands-on projects.
  • Seek mentorship from a team member proficient in the desired skill.

4. Individual development plan example for leadership

A leadership development plan is designed for individuals in leadership roles or those preparing to step into them. It focuses on building key leadership skills like strategic thinking, decision-making, and managing people. This plan helps employees take on greater responsibilities, enabling the organization to develop leaders who can support its mission and goals.

Nurturing leadership within the workforce plays an important role in succession planning. Leadership development plans are tailored to help high-potential employees successfully transition into executive roles, ensuring the organization is ready for the future.

Example plan:

• Goal: Develop strategic decision-making skills and enhance the ability to lead large teams.
• Skills to develop:
  • Strategic planning.
  • Emotional intelligence and situational awareness.
• Action steps:
  • Enroll in an executive leadership program within six months.
  • Lead a cross-functional project to gain experience managing diverse teams.
  • Join networking events to connect with leaders in similar industries.

5. Career transition development plan

When employees want to pivot to a new department or field, an IDP helps them acquire the necessary skills and knowledge for the change. This type of plan is especially useful for internal mobility.

Example plan:

• Goal: Transition from a customer service role to a marketing position within one year.
• Skills to develop:
  • Marketing fundamentals (e.g., digital marketing, SEO).
  • Data analysis for campaign performance.
• Action steps:
  • Take a certified digital marketing course within four months.
  • Assist the marketing team on one project to gain hands-on experience.
  • Shadow the marketing manager once a week.

6. Improvement-focused development plan

IDPs can also function as performance improvement tools for underperforming employees. These plans identify areas for growth while creating actionable steps to foster improvement.

Example plan:

• Goal: Improve workplace communication and meet project deadlines more consistently.
• Skills to develop:
  • Effective email and verbal communication.
  • Time management and prioritization.
• Action steps:
  • Complete a time management workshop before the next quarter begins.
  • Practice daily task prioritization using tools like Trello or Asana.
  • Schedule biweekly meetings with the manager to review progress.

7. Soft skills development plan

Employees in any role can benefit from developing critical soft skills that enhance collaboration, creativity, and adaptability. Soft skills like problem-solving and teamwork are crucial for fostering a positive workplace environment.

Example plan:

• Goal: Strengthen collaboration and creative problem-solving abilities.
• Skills to develop:
  • Effective brainstorming techniques.
  • Active listening and constructive feedback.
• Action steps:
  • Attend workshops on creative problem-solving.
  • Participate in group projects or team-building activities.
  • Request peer feedback to identify and address blind spots.

Free individual development plan template

AIHR has created its own customizable IDP template in a PDF and Word format, which you can download for free.

HR steps for implementing IDPs in your organization

Here are eight steps you should follow to implement IDPs in your organization successfully:

Step 1: Identify key needs for the organization and employees

Ensure each IDP supports both strategic goals and individual growth. It should also align with the employee’s role to ensure they are equipped to perform their duties.

What you can do: Assess skills and roles essential for the organization’s future—you can use AI to make streamline the process. Collaborate with department leaders to pinpoint where development is most needed, focusing IDPs on growth areas that benefit both employees and the business.

Step 2: Create a user-friendly template and resource library

Provide a flexible IDP template and accessible resources.

What you can do: Design a clear, adaptable template covering skills assessment, goal-setting, action steps, timelines, and success metrics. Build a resource library to support employee development. You can use a performance management or learning system to manage the process and experience in a more efficient, real-time manner.

Step 3: Set clear guidelines and expectations

Ensure everyone understands the purpose of IDPs and how to use them.

What you can do: Develop guidelines explaining each IDP section and give examples of strong goals and success indicators. Hold briefings with managers to clarify their role in supporting IDPs and how these plans connect to performance and career growth. This also means for each IDP, you must define the roles of the line manager, employee, and HR.

Step 4: Train managers and HR staff

Equip managers and HR with the necessary skills to support employee development.

What you can do: Provide training on setting effective goals, identifying skills gaps, and offering ongoing support. Equip HR staff with coaching techniques and tips for monitoring progress to ensure successful IDP outcomes. Use technology to help you, especially if your organization is large—the bigger a company, the harder it is to manage the process manually.

Step 5: Launch the IDP program with a campaign

Generate enthusiasm and understanding to encourage participation.

What you can do: Announce the program company-wide, explaining how it will benefit employees and the organization. Share success stories and consider piloting the IDP process with select departments to refine the program before a full launch. You can also link it to other initiatives that create excitement, like career days or a dedicated development day.

Step 6. Integrate IDPs with performance and career development processes

Embed IDPs into existing systems to make them a natural part of the employee experience.

What you can do: Incorporate IDPs into performance reviews and career discussions, showing how they link to growth and promotion opportunities. Align IDP goals with company metrics, emphasizing their value to employees’ roles and futures.

Step 7. Monitor progress and provide ongoing support

Keep IDPs on track and employees motivated.

What you can do: Set up digital tracking systems for HR and managers to monitor IDP progress through quarterly check-ins or digital tools. Encourage regular discussions of IDP progress in meetings, providing resources or guidance as needed. Periodic reminders from HR can also help maintain momentum.

Step 8. Evaluate and refine the program

Continuously improve the IDP process to ensure impact.

What you can do: Collect feedback from managers and employees and assess each IDP’s impact on performance and engagement. Use this information to update templates, resources, and rollout strategies wherever necessary. Be sure to revisit IDPs whenever organizational goals or structures change, as expectations would then shift.

How to determine the success of IDPs

Once you have created your process for rolling out individual development plans across the organization, your next important task is to assess their effectiveness. Here’s how

Assess performance

Performance reviews naturally align with IDP goals, allowing you to track individual achievements and areas for growth. During reviews, managers should assess progress toward IDP goals, evaluating how skills gained through IDPs have improved productivity, problem-solving, or teamwork. Ideally, IDP milestones should connect directly to performance metrics, supporting both employee growth and team contributions.

HR tip

When creating and implementing IDPs, follow these best practices:

• Set clear success criteria within each IDP to streamline tracking of its success.
• Review IDPs regularly (quarterly or bi-annually) to ensure they stay relevant to individual and business needs.
• Benchmark against industry standards—especially for in-demand skills—to ensure competitiveness and alignment with industry trends.

Conduct skills assessments

Skills assessments offer objective data on how well employees are developing competencies outlined in their IDPs. Conduct regular skill assessments using standardized or role-specific tools. For technical skills, consider exams or project work. For softer skills, peer reviews or scenario-based assessments may be more effective. Compare assessments over time to gauge improvement, adjusting IDP goals as needed to stay aligned with desired competencies.

Get employee feedback

Employees are best positioned to evaluate how well their IDPs support their personal growth and future career goals. Collect feedback regularly through surveys, check-ins, or IDP-specific sessions. Ask employees to reflect on their experiences, the relevance of the skills they’ve gained, and any support they need. This feedback reveals the effectiveness of IDPs and highlights areas for improvement. It also keeps employees engaged and motivated by showing tangible results.

Assess the impact on business outcomes

The success of IDPs ultimately impacts the organization, especially in terms of productivity, team performance, and retention rates. Track outcomes related to IDP-targeted skills. For leadership IDPs, assess team performance or engagement improvements; for technical IDPs, monitor project quality and efficiency. Retention rates are key, as successful IDPs often boost employee loyalty. Comparing these metrics before and after IDP implementation highlights their impact on business success.

To sum up

To sustain IDPs’ impact, you must regularly review and adapt them to business and individual needs. This could include adding new skill-building opportunities, refreshing training resources, or simplifying the IDP template. Quarterly or bi-annual check-ins can help you spot gaps and keep the program relevant to both short- and long-term goals.

To make IDPs part of your organization’s culture, managers must support their teams fully. Empower them to discuss IDPs regularly, encourage progress, and recognize achievements. Fostering a daily learning environment—not just during reviews—makes the program more effective. Prioritizing continuous learning also leads to improved engagement and retention.

The post 7 Individual Development Plan Examples Plus Ready-To-Use Templates appeared first on AIHR.