How to Write an Insubordination Letter

Insubordination can be defined as disciplinary issues which are directly against the policies of the company.

In the first paragraph, mention the incident you are talking about and inform the employee that he is guilty of insubordination. In the second paragraph, warn the employee on his behaviour and mention that such incidents will not be tolerated at the company in the future.

In the concluding text, ask for an explanation of the incident and make sure that the orders are followed so that an example can be set for other employees also.


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    Sample Insubordination Letter

    Mark Smith
    Retail Manager
    Voller Industries
    March 14, 2012

    To Whom It May Concern

    This is in reference to the leaves you took without informing the management last week. You were absent from work from March 5 to March 8, and the Human Resource Department had no information regarding your absence. You are guilty of insubordination as you did not inform the concerned authorities regarding the issue.

    The company is thereby issuing a warning to you this time and does not expect this activity to be repeated in the future. A failure to do so would result in action against you.

    Furthermore, the company wants a written explanation of your actions. This should be submitted before your leave the office today. The company has a very strict policy regarding discipline and anything against the code of conduct will be treated accordingly.

    Yours sincerely,
    Stephen Henry
    General Manager
    Voller Industries

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    Template of Insubordination Letter

    [Employee’s Name]
    [Employee’s Title]
    [Company’s Name]

    To Whom It May Concern

    This letter is in reference to the .................... incident which occurred on ...................... As you clearly know, the company has a strict policy against insubordination and that we have always taken necessary action against the employees who refrain in following our policies.

    This letter is a warning to obey the company rules and regulations in the future. A failure to do so may result in strict action against you. This kind of behaviour is unacceptable and will not be tolerated in the future.

    The company also requires an explanation of your behaviour today as part of further inquiry of the incident. Kindly consider this as very urgent.

    Yours sincerely,
    [Employer’s Name]
    [Employer’s Title]
    [Company’s Name]

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