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Insubordination Warning Letter: Points to Remember While Writing One!

  • Insubordination Warning Letter Word Format
  • 10 min read
  • May 31, 2023
Insubordination Warning Letter

Insubordination Warning Letter

Have you ever had to deal with an employee who thinks they’re the boss of you? Or maybe they just refuse to listen to your instructions and run wild like a bull in a China shop. Either way, you’re left with no choice but to issue an insubordination warning letter.

But before you channel your inner boss lady or man, let’s make sure you know what you’re doing.

In this blog, we’ll take you on a journey through the do’s and don’ts of writing an insubordination warning letter. From avoiding legal landmines to making your message clear without being a total buzzkill, we’ve got you covered. We also have a bonus offer by the end of this blog.

So, let’s dive in.

What is Insubordination?

Insubordination occurs when an employee willfully disobeys or disregards the authority of a supervisor. This behavior can manifest as a refusal to follow orders, disrespectful communication, or outright defiance of company policies and procedures. Such actions disrupt workplace harmony and undermine management’s authority, leading to decreased morale and productivity.

Addressing insubordination promptly is crucial for maintaining a respectful and efficient work environment. Companies can better enforce rules, improve employee relations, and ensure a cohesive and productive organizational culture by understanding what constitutes insubordination.

Download Insubordination Warning Letter

Note: You can download directly from here and edit as per your need.

What is a Warning Letter For Insubordination?

A warning letter for insubordination is a formal document that an employer may use to address an employee’s inappropriate behavior, specifically behavior that is disrespectful, disobedient, or defiant towards a supervisor or manager.

Need to mention, insubordination can take many forms, such as refusing to follow directions, failing to comply with company policies, or challenging the authority of a supervisor.

What is the Importance of the Warning Letter For Insubordination?

As we already mentioned above, warning letter for insubordination is a written communication that serves as a formal notice to the employee that their behavior is unacceptable and must be corrected.

It outlines the specific incidents of insubordination, the policies or procedures that were violated, parties involved and the consequences that will result if the behavior continues. The letter may also include a plan of action or recommendations for how the employee can improve their behavior.

The goal of an insubordination letter is to provide the employee with a clear understanding of their employer’s expectations and the consequences of failing to meet those expectations letter.

It also serves as a formal record of the employer’s efforts to address the behavior and can be used as evidence if the situation escalates to further disciplinary action or legal action.

Read More – 5 Common Mistakes to Avoid When Drafting a Relieving Letter – Get Free Template!

How to Write Insubordination Warning Letter?

Just keep in mind the following points while writing one and you will be good to go:

1. Start with a clear statement of the problem:

Start with a clear statement of the problem

Begin the insubordination writeup letter by stating the specific incident(s) of insubordination that led to the warning letter.

Along with the name of the employees, do not forget to mention the behavior that was inappropriate and clearly state the policies or procedures that were violated.

2. Explain the consequences of continued insubordination:

Let the employee know what the consequences will be if their bad behavior does not improve.

Be clear and specific about the potential disciplinary action that may result if they fail to comply with company policies or follow directions.

3. Offer guidance for improvement:

Provide specific recommendations or a plan of action that will help improve the employee’s current behavior.

Offer support and resources that will help them meet the company’s expectations.

4. Be professional and objective:

professional and objective

When writing the letter, remain professional and objective.

Use a neutral tone and avoid any language that could be construed as threatening or confrontational.

5. Document the letter:

Keep a copy of the warning letter in the employee’s file, and provide the employee with a copy for their records.

Document any further communication related to the incident to protect your company from potential legal action.


Can’t find convincing HR letter templates? – Don’t worry!

You can find 100+ readily available and easily customizable templates and samples in Superworks HR toolkit. With the HR toolkit, you will never have to spend hours drafting HR letters and emails.

So, if you wish to craft important HR letters & emails within a few seconds, then

Insubordination Warning Letter Template

This is the bonus offer we were talking about in the starting – an insubordination warning letter sample for you:

Insubordination Warning Letter Template

Bottom Line

We hope this blog(sample warning letter to employee for disrespectful) helped you understand how to draft a warning letter to insubordinate employees.

Remember, dealing with insubordination is never a walk in the park, but with the right approach, you can handle it like a boss. Just make sure you follow the steps we’ve outlined, remain professional, and keep a cool head.

And if all else fails, just remember that there’s always room for improvement, both on your part and your employee’s. So take this as an opportunity to learn, grow, and become a better manager or employee. After all, we’re all human, and we all make mistakes. Check out poor performance warning letter.

Now, go forth and tackle that insubordination like the boss you are! Also, do not forget to check our HR Toolkit to get access to 100+ HR letter templates, Branch Transfer letter & samples!


Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

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