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Every disciplinary action form should have these basic section in this general order: Employee information (e.g., name, date notice given, supervisor, etc.). Violation type (e.g., language, rudeness, disobedience, etc.). Violation details (e.g., date, time, and place violation occurred).
Follow Business Correspondence Rules. Write the letter on company letterhead. ... State the Facts. An insubordination letter is not an opportunity to vent your grievances at an employee who has become a nuisance or a liability. ... Provide Examples of Behavior. ... Note Consequences.
Describe the incidences of insubordination and also mention the dates and the names of the parties involved. Avoid being dramatic, but describe the misconduct clearly that would help anyone reading the letter understand what actually happened and why the employee's misconduct merits a reprimand.
Specific consequences of insubordination often differ depending on the severity of the offense, company policies and applicable employment laws. Potential consequences may include verbal or written warnings, suspension, demotion, loss of privileges, termination of employment or legal actions in some more extreme cases.