Letter of reprimand for insubordination


  1. Notify the employee of his or her violation.
  2. Explain that the company's success also relies on the employees' work ethic.
  3. Remind the employee that insubordination will be dealt with accordingly.
  4. Express positivity in the situation by giving consideration to the employee. Anticipate that employee will not repeat the violation.
  5. Offer to set up a meeting to discuss the incident.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

We have noticed that you have violated one of the company's codes of conduct. Over the years, we have always practiced leading by example, and that has always been the basis of our success.

I am sure you understand the company's policy when it comes to insubordination and let me remind you that that we will reprimand you for your action accordingly.

Moving forward, we are confident that this will not happen again. We have always known you as someone with a very positive behavior and hope that this is only an isolated incident.

With all that said, my office is always open for further discussion concerning the issue.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -