Insubordination Write Up Examples

admin27 March 2023Last Update :

Mastering Workplace Harmony: Strategies to Prevent and Address Insubordination

Welcome to the dynamic world of workplace dynamics! Today, we’re diving deep into insubordination, that pesky issue that can disrupt the flow of your team’s productivity and harm your employee morale. In this guide, we’ll explore the ins and outs of insubordination, from what it is to how to prevent and address it effectively.

Understanding Insubordination: The Core Issue

Insubordination isn’t just a fancy word for defiance; it’s a significant problem in the workplace. It rears its head when an employee refuses to follow direct orders from their supervisor or indulges in behavior that undermines the authority of their superiors. Let’s break it down into simpler terms:

Insubordination can take several forms, such as:

  • Refusing to follow direct orders: When an employee simply says ‘no’ to a task or instruction from their manager.
  • Speaking disrespectfully: Using rude language or a disrespectful tone when communicating with supervisors.
  • Disobeying company policies: Violating rules and policies set by the company, often intentionally.

Insubordination can lead to disciplinary action, ranging from verbal or written warnings to suspension or even termination. It’s more than just a minor hiccup; it can create a toxic work environment, decrease productivity, increase absenteeism, and even lead to legal issues if it escalates.

Preventing Insubordination: Best Practices

Preventing insubordination is a proactive task, and it starts with clear guidelines and expectations for employee behavior. Here’s how to do it:

Set Clear Expectations

  • Outline job duties, performance standards, and codes of conduct.
  • Ensure every employee knows what’s expected of them and how their performance will be evaluated.

Foster Open Communication

  • Create an environment where employees feel comfortable expressing their concerns and ideas.
  • Make supervisors receptive to feedback, ensuring employees feel heard and valued.

Provide Regular Feedback and Coaching

  • Regularly review employee performance, provide constructive feedback, and offer coaching to improve performance.

Handling Insubordination: Tips for Managers

Now, what do you do when insubordination rears its head? As a manager or supervisor, your role is crucial in addressing and rectifying insubordination. Let’s explore how to handle it:

1. Address Promptly

  • Deal with insubordination as soon as you become aware of it. Prompt action sends a clear message that such behavior is not acceptable.

2. Document Everything

  • Keep detailed records of incidents, including dates, times, locations, and specific details of what happened. This documentation will be vital if further actions are required.

3. Meet with the Employee

  • Schedule a meeting with the insubordinate employee to discuss their behavior and explain why it’s unacceptable. Clearly communicate your expectations for their future behavior.

4. Follow Up

  • After the initial meeting, follow up with the employee to ensure they understand the seriousness of their behavior and are committed to improving it.

The Legal Implications of Insubordination Write-Ups

In your journey to address insubordination, it’s essential to understand the legal implications of insubordination write-ups. Documentation is key here. Here are the legal aspects you need to keep in mind:

  • Document every incident in detail, including dates, times, and specific behaviors.
  • Be clear and concise in your write-ups, stating what the employee did wrong, why it was wrong, and the consequences of a repeat occurrence.
  • Ensure your actions align with company policies and procedures when dealing with insubordination.
  • Be fair and consistent with all employees, following any progressive discipline policies in place.

Real-Life Scenarios: Insubordination Write-Up Examples

Let’s delve into some practical insubordination write-up examples to understand how to approach different situations.

Example 1: Verbal Warning

Employee Name: John Smith Date of Incident: May 1, 2021 Description of Incident: During a team meeting, John refused to follow a directive from his supervisor to complete a task by the end of the day. He stated that he had other priorities and could not meet the deadline. This behavior is unacceptable and constitutes insubordination. Action Taken: The supervisor spoke with John privately after the meeting and explained that his behavior was unacceptable and constituted insubordination. The supervisor issued a verbal warning and documented the incident in John’s personnel file.

Example 2: Written Warning

Employee Name: Jane Doe Date of Incident: June 15, 2021 Description of Incident: Jane was asked by her supervisor to complete a report by the end of the week. Despite several reminders, Jane failed to submit the report on time and did not provide an explanation for the delay. This behavior is unacceptable and constitutes insubordination. Action Taken: The supervisor met with Jane to discuss the situation and issued a written warning outlining the expectations for timely completion of assignments and the consequences of insubordination. The warning was placed in Jane’s personnel file, and a copy was provided to her.

Example 3: Suspension

Employee Name: Tom Johnson Date of Incident: July 10, 2021 Description of Incident: Tom engaged in a heated argument with his supervisor during a meeting, questioning the supervisor’s authority and refusing to comply with a directive. He also made derogatory comments about the company and its policies. This behavior is unacceptable and constitutes gross insubordination. Action Taken: The supervisor immediately suspended Tom pending an investigation into the incident. After reviewing the facts, the company determined that Tom’s behavior constituted gross insubordination and terminated his employment.


In the world of workplace dynamics, mastering the art of preventing and addressing insubordination is vital. By setting clear expectations, fostering open communication, and providing feedback and coaching, you can create a work environment that promotes respect, collaboration, and productivity. When insubordination does arise, managers armed with the right tools can address it professionally and effectively, maintaining harmony in the workplace.

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