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How to write up insubordination

You gave a clear instruction and the employee refused, or told you off in front of the team. Here's what counts as insubordination, filled-in examples from restaurants and hotels, and the mistakes that turn a fair write-up into a problem.

For restaurant, café & hotel managers · 6 min read

Get your own write-up as a PDF — free, 5 min

What counts as insubordination

An employee refuses or ignores a clear, reasonable instruction from a manager, or shows open disrespect that undermines it. Disagreeing politely or asking "why" is not insubordination. Neither is refusing something unsafe or illegal, or complaining about pay or conditions together with coworkers: federal law protects that, union or not.

Write the instruction word for word. Most insubordination write-ups fall apart because nobody wrote down exactly what was asked, and when.

4 checks before you write it up

  1. 1Clear instruction.Who asked, what exactly, and when.
  2. 2Understood.They heard it and knew it was meant for them.
  3. 3Refused.They said no, or simply didn't do it.
  4. 4Reasonable.Part of the job, safe and legal.

Example write-up

Employee write-up · Insubordination

EXAMPLE · NOT A REAL EMPLOYEE

Employee:
Kevin S., Line Cook
Shift:
Tuesday, closing · Kitchen
Instruction:
At 10:05 PM the kitchen manager asked Kevin to clean the flat-top before clocking out, as listed on the closing checklist. Repeated at 10:15 PM.
What happened:
Kevin said "Not doing it, I'm off at 10:30" and clocked out at 10:20 without cleaning it. The dishwasher heard the second request.
Impact:
The opening cook spent 30 minutes cleaning it; breakfast tickets were delayed.
History:
Verbal warning for skipped side work on Oct 3.
Policy:
Handbook, Conduct: follow reasonable instructions from a manager; finish the closing checklist before clocking out.
Action:
Written warning.
Next step:
Another refusal of a reasonable instruction will lead to a final warning.
Manager
Employee
Witness

Hotel version, same structure: "Room attendant. At 1:00 PM the housekeeping supervisor reassigned two checkout rooms to her; she said 'not my rooms' and left them for the evening shift."

More examples you can adapt

  1. 1Refused a task.Server refused the patio section after the manager assigned it at pre-shift.
  2. 2Cursing at a manager.Bartender swore at the shift lead in front of guests at the bar.
  3. 3Ignored a safety rule.Prep cook kept using the mandoline without the cut glove after two reminders.
  4. 4Undermining.Front desk agent told a new hire "ignore her, she doesn't know what she's doing" about the supervisor.

Write the exact words used, the time, and who heard it. Quotes beat labels.

Mistakes that turn it into a problem

  • Writing "insubordinate" or "bad attitude" with no facts.
  • No exact instruction, no time, no witness.
  • Writing up someone who refused unsafe work.
  • Writing up employees who complained about pay or schedules together.
  • Letting one employee off and writing up another for the same thing.
  • Waiting days, then writing it from memory.

Do it in 5 minutes, by voice

Speak what happened right after the shift, while the words are fresh. Answer a few questions and sign. You get a sealed write-up as a PDF by email.

Get my PDF — restaurantGet my PDF — hotel

Questions managers ask

Disagreeing is not. Open disrespect that undermines your instruction, especially in front of guests or the team, can be. Write down the exact words.

Not legal advice. Laws vary by state.