Insubordination warning

An insubordination warning is a formal notice given to an employee who refuses to follow reasonable directions or behaves in a way that shows deliberate disregard for authority.

Homebase Team

Min Read

What is an insubordination warning?

An insubordination warning is a formal notice given to an employee who refuses to follow reasonable directions or behaves in a way that shows deliberate disregard for authority. It’s typically issued when an employee defies their manager’s instructions, acts disrespectfully, or challenges company policies without cause.

For small business owners and managers, handling insubordination carefully is important—not only for maintaining a respectful workplace but also for protecting your team culture and minimizing legal risk. If you need a reliable way to manage employee documentation, policies, and disciplinary processes, sign up for Homebase to keep everything organized and compliant.

What counts as insubordination?

Insubordination goes beyond a simple disagreement or a one-time mistake. It usually involves a clear refusal to perform reasonable work duties or a pattern of behavior that undermines authority. Common examples include:

Refusing to complete a direct task without justification
Using disrespectful or confrontational language toward management
Publicly challenging a supervisor’s authority
Ignoring safety protocols or company policies on purpose
Repeatedly missing meetings or deadlines after being instructed otherwise

Not every disagreement is insubordination. It’s important to distinguish between employees asking questions or expressing concerns—and those who are deliberately refusing to follow directions.

When to issue an insubordination warning

Before issuing a warning, make sure the behavior truly meets the definition of insubordination. Ask yourself:

Was the instruction reasonable and within the employee’s role?
Was the request communicated clearly?
Did the employee have a chance to explain their side?
Was the behavior part of a pattern or a one-off incident?

If the issue is ongoing or the incident was serious, a formal warning is a professional way to address it, document the behavior, and set expectations moving forward.

What to include in an insubordination warning

An effective insubordination warning should be clear, detailed, and respectful. Include:

The date and time of the incident
A summary of what happened, including what was said or done
The policy or instruction that was not followed
A reminder of your expectations
Any corrective actions (like a performance plan or follow-up check-in)
A signature line for both the employee and manager

Keep the tone professional. The goal isn’t to shame the employee—it’s to document the issue and offer a path forward.

How to deliver an insubordination warning

Do it in private – Have the conversation in a calm, neutral space
Be specific – Focus on behavior, not personal traits
Stick to the facts – Avoid speculation or emotional language
Listen to their response – Allow the employee to share their side respectfully
Document everything – Keep a signed copy for your records

Handled well, a warning can often prevent further issues and help the employee get back on track.

What happens after an insubordination warning?

After the warning is delivered:

Monitor the employee’s behavior closely
Follow through on any next steps you outlined
If behavior improves, acknowledge the change
If the issue continues, be prepared to escalate (e.g., final warning or termination)

Having a documented trail of your actions protects your business in case of disputes or future disciplinary steps.

How Homebase helps you manage discipline and compliance

Managing employee issues like insubordination doesn’t have to be overwhelming. Homebase gives small businesses tools to document incidents, store policies, and stay compliant with labor laws—all in one place.

With Homebase, you can:

Store employee handbooks and disciplinary policies securely
Keep digital records of written warnings and performance plans
Track attendance issues and missed shifts that may be part of a pattern
Communicate clearly with employees and document follow-ups

Explore Homebase’s HR & compliance tools to simplify documentation, protect your business, and maintain a respectful, compliant workplace.

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