Writing a Written Warning & Sample Policy

Writing a written warning for insubordination sample

June 8, 2010

Dear Mr. Peterson:

This written warning is being issued for insubordination, which is a violation of our company policy as stated in our employee handbook.

Specifically, on June 4, 2010, at approximately 8:45 am you received direction from your supervisor to perform a standard and routine task. Upon receiving that direction you responded to your supervisor with the following, "That's Stupid." Although you went on to successfully perform the task the conduct you demonstrated prior to this is not acceptable behavior.

On January 7, 2010, you received and signed for an employee handbook that outlines our policy on insubordination and the consequences for violating it.

Mr. Employee, going forward you're expected to conduct yourself in a professional manner at all times and treat all company staff with respect.

Any future violations of any company policy may result in additional progressive discipline, up to and including possible termination.

Gary P. Bloomfield


Mark G. Stevens

Man Showing Loser Sign

Writing a written warning is not that difficult to prepare; however, can have a lasting effect on your business should you issue it without justification!

Let me state that a different way in order to help you better understand the impact that it could have! Employee related law suits often are awarded in amounts of over one million dollars.

Making this statement is not to scare you! It is intended to let you know how important it is to get it right!

Again, the actual task of writing a written warning letter is not difficult. However, making sure that you include the proper information to protect you in the event an employee files a formal complaint or law suit is the purpose of this article. Keep in mind that every situation is different, so this is only an example and is not intended to be a legal guide.

Writing a Written Warning Letter for Insubordination

Prior to ever writing a written warning and issuing it the most important thing you can do is to investigate the facts of the situation. As an example if you are preparing to issue a written warning letter for insubordination you should be gathering all the information, who, what, where, why and when! Sometimes the why can't be answered and often times is not included.

Gathering statements from any witnesses is always a good thing. If you do this, is everyone stating the same thing? It is extremely important that you do not influence anyone into writing a statement to include facts that you provide to them. It must be in there words only. If the issue is ever taken to the next level and the witness is cross examined this will be uncovered and jeopardize your case. So when you are requesting the witness to write a statement ask them to be as specific as possible, but to only include facts and no feelings. Feelings don't matter!

Once you are certain that you have all the facts and they confirm that the employee did violate your policy within your employee handbook, you can now get started with writing a. written warning and issuing it.

1. For purposes of this sample written warning letter, the facts are as follows;

2. Employee responded to your request to perform a duty by saying, "That's stupid!"

3. Employee was overheard by another supervisor and you received a written statement.

4. The situation occurred on June 4, 2010, at approximately 8:45 am.

5. You had requested the employee to perform a reasonable duty that is a standard practice and routinely performed within your industry.

6. The employee is competent to perform the task.

7. The employee received and signed for your company employee handbook that covers insubordination, and your progressive discipline program, on January 7, 2010.

8. The employee went on to perform the task successfully.

As you can see writing a written warning is not that difficult, but make sure you include the pertinent information. You can also see that I have not included any feelings or assumptions, but only the facts.

All in all it is an easy thing to do! Another important aspect of the process is to make sure you following one of the most critical items for your business, your employee handbook. Without an employee handbook you are risking not treating everyone equally and therefore, putting yourself at risk for discrimination or a wrongful discharge. Both of these result in huge law suits.

Thank you for reviewing this information on Writing a Written Warning Letter and Good Luck and May God Bless You!

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