How to Write an Insubordination Warning Letter? (Format, Example, Tips)

Insubordination Warning Letter

Insubordination is a serious issue in the workplace, as it can lead to a breakdown in communication, a lack of respect for authority, and a toxic work environment. As a manager or supervisor, it’s important to promptly and effectively address insubordination. One way to do this is by writing an insubordination Warning letter. This blog post will review the format, examples, and tips for writing an insubordination Warning letter.

What is Insubordination Letter?

An insubordination Warning letter is a formal communication issued by an employer to an employee who has engaged in insubordinate behavior. Insubordination is a willful refusal to obey an employer’s lawful and reasonable orders or directives.

It can include behaviors such as refusing to perform assigned tasks, disregarding company policies or procedures, or exhibiting disrespectful or hostile behavior towards supervisors or coworkers.

The purpose of an insubordination Warning letter is to document the employee’s behavior, inform them of the consequences of continued insubordination, and offer support to help them improve their behavior.

Format of an Insubordination Warning Letter

An insubordination Warning letter should follow a formal business letter format. This includes a clear and concise introduction, body, and conclusion.

Here’s an example of how you could structure your insubordination letter:


  • Begin by identifying yourself and your position in the company.
  • Briefly explain the reason for the letter and state the employee’s name.
  • Make it clear that the letter is a warning for insubordination.


  • Explain the incident(s) of insubordination that led to the letter.
  • Provide specific examples of the employee’s behavior.
  • Explain how the employee’s behavior is unacceptable and violates company policy or workplace expectations.
  • Communicate the consequences of continuing insubordination, such as disciplinary action or termination.


  • Provide a summary of the issues addressed in the letter.
  • Offer support to the employee to improve their behavior.
  • State the expectation for the employee’s future behavior.
  • Close the letter professionally.

Example of an Insubordination Warning Letter

Here’s an example of an insubordination letter:

Sample 1:

Dear [Employee’s Name],

I am writing to you regarding your recent behavior, which has been deemed insubordinate towards your supervisor, [Supervisor’s Name]. This letter warns that your behavior is unacceptable and must change immediately.

On [Date], you were asked to complete a task by [Supervisor’s Name], which you refused to do. This behavior constitutes insubordination, as you failed to follow a direct order from your supervisor. Furthermore, on [Date], you used abusive language towards [Supervisor’s Name], which is also considered insubordinate and unacceptable behavior in the workplace.

I want to make it clear that your behavior is a violation of company policy and expectations. We value professionalism and respectful communication in our workplace, and your behavior does not align with those values. If this behavior continues, disciplinary action, including termination, may be taken.

I strongly advise you to review our company policies and guidelines to understand the appropriate behavior in the workplace. Please note that failure to improve your behavior will not be tolerated.

I encourage you to contact me or [Supervisor’s Name] for support or guidance to improve your behavior. We expect to see a significant improvement in your behavior going forward.


[Your Name]
[Your Position]

Sample 2:

[Employee Name]
[Employee Address]
[City, State ZIP Code]


Dear [Employee Name],

This letter informs you that your behavior on [Date] was insubordinate and unacceptable. Specifically, you [state the specific behavior or actions that were insubordinate, for example: “refused to complete a task assigned by your supervisor and repeatedly questioned their authority.”]

As you know, insubordination is a serious violation of company policy and can have significant consequences. Continued insubordinate behavior can lead to disciplinary action, including termination of employment.

We are committed to supporting our employees and helping them succeed. If you are struggling with the task or have concerns about the instructions provided, we encourage you to communicate openly with your supervisor and seek additional support as needed.

We expect all our employees to treat their coworkers and supervisors respectfully and follow all company policies and procedures. We trust that you will take the necessary steps to improve your behavior and avoid any future incidents of insubordination.

Please acknowledge receipt of this letter by signing and returning the attached copy.


[Your Name]
[Your Title]
[Company Name]

Tips for Writing an Insubordination Warning Letter

  1. Be specific: Use specific examples to illustrate the insubordinate behavior. This helps the employee understand what they did wrong and how to improve.
  2. Remain professional: Keep the letter’s tone professional and avoid being accusatory or emotional.
  3. Be clear: Communicate the consequences of continuing to engage in insubordinate behavior. The employee needs to understand that their actions have serious consequences.
  4. Provide support: Offer support to the employee to improve their behavior. They may need additional guidance or training to understand what is expected of them.
  5. Be consistent: Ensure the consequences for insubordinate behavior follow your company policies and guidelines. This helps to create a fair and consistent work environment.
  6. Keep a record: Keep a record of the insubordination letter and any subsequent actions taken. This may be necessary if further disciplinary action needs to be taken.

Wrapping Up

Writing an insubordination letter can be a difficult task, but it is important to maintain a professional and respectful tone. Start the letter by stating that it is an insubordination Warning letter and provide specific examples of insubordinate behavior. Be clear about the consequences if the behavior continues and offer support to help employees improve their behavior.

Make sure to document the letter and any subsequent actions taken. It is also important to ensure that the company’s policies and procedures on insubordination are communicated to employees. By following these tips and guidelines, employers can effectively address insubordinate behavior and maintain a positive work environment.


Can I give a warning for insubordination?

Yes, you can give a warning for insubordination. It is often the first step in a progressive disciplinary process. It can effectively communicate your expectations to the employee and allow them to improve their behavior.

What is insubordination in the workplace warning?

Insubordination in the workplace warning is a formal communication from an employer to an employee who has engaged in insubordinate behavior. It outlines the specific behavior that was insubordinate, why it was unacceptable, and the consequences if the behavior continues.

What are three examples of insubordination?

Three examples of insubordination in the workplace could include: 1) Refusing to follow a supervisor’s directions or instructions. 2) Displaying a hostile or disrespectful attitude towards a supervisor or coworker. 3) Engaging in behavior that goes against company policies or procedures, such as using company equipment for personal use or sharing confidential information outside the company.

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