Are you trying to handle a disobedient employee effectively before things get out of hand? I think informing the concerned employee of their misbehavior should be the first step ☝️.
Sometimes people may not realize that their colleagues find their behavior defiant and unruly.
You might be able to help an otherwise hardworking employee reform their behavior and, consequently, their relationship with the team 🤝.
Let me help you confront the concerned employee by writing to them in the form of a professional letter. ✅️
What to Write in a Warning Letter for Insubordination
It is essential to have the concerned employee become aware of the misbehavior they have been displaying. Let us begin by understanding the structure you should follow while drafting a letter to an employee criticized for insubordination.⤵️
- Start with your name, designation, company name, and postal address.
- Follow it up with the date 📆 on which you are writing the letter.
- Mention the recipient’s name, designation, department, company name, and complete postal address.
- In the subject section, mention the purpose of writing this letter to the concerned employee.
- Follow it up with a formal salutation with the name of the concerned employee.
- Now begin with a crisp and polite introduction informing the employee about the purpose of writing the letter 📝. Here, you will establish the seriousness of the matter and set the tone for the rest of the letter.
- Begin describing the instances of insubordinate behavior by the employee. You should explain in detail when the employee crossed the boundary that led them to attract a formal warning ⚠️.
- Be sure to explain the impact that the insubordinate behavior of the employee has on team morale, work environment, and productivity.
- Move on to the ultimate purpose of the letter, i.e., the formal warning. Let the concerned employee know that their defiant actions do not align with the company’s values ❌️.
- Inform the employee of the potential consequences of continued insubordination, including disciplinary action and termination.
- Remind the employee of the values of professionalism, mutual respect, and cooperation that the company believes in. Emphasize the behavior and conduct expected of the employee.
- Do not forget to talk about the support and assistance the company is ready to offer the employee aiming for their improved presence within the company 🌱.
- Ask the employee to send you an acknowledgment receipt by signing a copy of the letter.
- Conclude the letter with a polite closing remark and sign off with your name, designation, and signature.
[Tips] How to Write a Warning Letter for Insubordination
I hope you have understood the framework you should try to follow while writing a warning letter for insubordination. Let us discuss a few tips that might help you in maximizing the impact of your warning. ✅️
Clarity and Specificity
Be clear in outlining the instances of insubordination that the employee has engaged in. A clear explanation of such events will help the employee understand the situation better 🧠.
Professional and Polite tone
Warning an employee requires you to maintain a professional and polite tone while communicating the issue to them. Avoid getting too emotional 😡 while communicating the seriousness of the situation.
Impact
It is crucial to make the concerned employee aware of the impact of their defiance on the team and the workplace. It will help them grasp how their actions have influenced the productivity of others around them.
Company Values and Policies
Inform the employee why their colleagues and seniors are questioning their behavior ⁉️. The professional values of a company reflect in its work culture and employee relations, so you should remind the concerned employee of the same.
Expected Behavior
Express your expectations and the expectations of the company from the employee. It will help them picture their actions from a different perspective 👀 by giving them an alternate image of what kind of colleague they should strive to become.
Potential Consequences
A warning is supposed to bring the error to light and discuss the punishment for continued defiance. So, inform the employee of the consequences they must face in case of non-improvement and continued insubordination ☝️.
Support and Resources
You warn an erring employee not to shun them but to help them realize their mistake. Hence, let them reach out to you for guidance and support. The concerned employee might enhance their chemistry with teammates by working on their faulty behavior 📈. A win-win, I guess!
Template: 1
Warning Letter for Insubordination Sample
[Name of the sender]
[Designation of the respective person]
To,
[Name of addressee]
[Designation of the addressee if required]
Subject: Letter of Warning for Insubordination
Respected madam/sir,
This letter is to inform [mention name of the person] from the [mention the name of the designation or department]. I [mention your name] the [mention the designation] as we discussed in our meeting yesterday; I am concerned about your behavior toward your colleagues and the office employees.
I am getting a lot of complaints against for behavior, this will not be accepted by our company. More than once, you’ve demonstrated disrespect in group meetings, one-on-one discussions, and during conversations here at the office towards your manager, colleagues, and teammates.
These behaviors are against office ethics and morals and have become a liability in getting the project.
We are hopeful that in the future your behavior will become better than now. However, if we find out in the future that you have violated any company policies again, then you may be subjected to additional disciplinary action, and that will surely result in termination.
I want to meet you in person and I hope you will consider these shortcomings and observe good conduct after this.
For further queries, you can reach me at [mention phone number] or through an email [mention email address].
Sincerely,
[Name of the sender]
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Template: 2
Best Insubordination Warning Letter
[Mention the sender’s name]
[Mention the corporation’s name]
[Mention the Job title]
[Mention the sender’ address]
[Mention the sender’s contact details]
[Mention date]
[Mention the recipient’s name]
[Mention the recipient’ address]
[Mention the recipient’s contact details]
Subject- Warning Letter for Insubordination
Dear (recipient’ name),
I am writing this letter to you as I have earlier received a complaint from Mr. [mention the name of the senior], that you have been constantly defying him ever since the first day.
Being a newly employed [mention the job position], you are expected to behave courteously to each and every member of this office, including your senior, [mention the name] with whom you seem to not get along, and we have been continuously hearing about your disobedience towards him.
You refuse to follow him by not doing the assigned tasks, do not submit your work to him on time, and do not even greet him properly.
Every employee of [mention the name of the corporation] is expected not only to perform his job to perfection but also to behave according to the rules of conduct by being civil to each other at all costs.
By showing this kind of attitude towards not just you’re senior, but to your work as well, you are not only setting a bad example to your co-workers but are also displaying unprofessionalism and spoiling the reputation of our company which will just not be tolerated by the management.
If we hear any more complaints from him again, we will be forced to take the necessary actions against you.
We expect you to understand your commitment to work ultimately. A positive change in you is expected to be seen by the management from now onwards.
Thanking you,
Regards,
[Handwritten Signature]
[Date]
[Notary or witness if required]
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(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Template: 3
Sample Warning Letter for Insubordination
[Mention the sender’ name]
[Mention the corporation’ name]
[Mention the Job title]
[Mention the sender’ address]
[Mention the sender’s contact details]
[Mention date]
[Mention the recipient’s name]
[Mention the recipient’ address]
[Mention the recipient’s contact details]
Subject- Warning letter for insubordination
Dear (recipient’ name),
This letter is being written to [mention the name of the employee] who is currently functioning as the [mention the name of the job post] of [mention the name of the company] since the last [mention the no. of months or years] as a formal notice of warning.
I have been reported recently by your supervisor [mention the name] that you had shouted at him when he asked you to finish and make the submission of a project [mention the name] crucial to us within a day.
You have been heard by more than [mention the no.] of employees who were equally shocked. When I called you to my cabin and asked you for an explanation, you did not utter a single word. All these factors prove that you are guilty of doing the deed.
I could have taken serious action against you but seeing your past records and knowing about you from the other team members; I realized that you are a responsible and sincere person otherwise. If you are facing any problem, then you can communicate with your supervisor directly.
We are leaving you this time also because our company believes in presenting to its employees with a second chance to reform themselves so that they can be better with time, not only professionally but personally as well.
If this kind of insubordination repeats, then you will have to face the consequences as management will be forced to take action against you.
We sincerely hope that you will work on it.
Thanking you,
Regards,
[Handwritten Signature]
[Date]
[Notary or witness if required]
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(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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