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Warning Letter for Not Following Instructions Template

Document failures to follow instructions and set clear expectations for improvement with this Warning Letter Template.

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Warning Letter for Not Following Instructions Template

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Warning Letter for Not Following Instructions Template


[Company Name]
[Company Address]
[City, State, ZIP]
[Phone] | [Email]

Date: [Date]

To: [Employee Full Name]
Job Title/Department: [Title/Department]
Employee ID (Optional): [ID]
Work Location: [Location]


1. Purpose of This Letter

This letter serves as a ☐ written warning ☐ final written warning regarding repeated failure to follow workplace instructions and procedures.


2. Incident Details (Facts)

2.1 Date/Time/Location. [Insert date/time/location.]
2.2 Instruction/Procedure. You were instructed to: [Describe instruction/procedure].
2.3 What Occurred. [Describe what the employee did instead / what steps were missed.]
2.4 Impact. [Quality, safety, customer, operational impact.]


3. Prior Coaching or Clarifications (If Any)

3.1 [List prior coaching/training/warnings and dates.]


4. Employee Explanation (If Provided)

4.1 You stated the reason was: [Reason].
4.2 If misunderstanding occurred, clarification provided on: [Date] by [Name].


5. Expectations Going Forward

5.1 Effective immediately, you are expected to:

  • Follow all reasonable instructions from supervisors

  • Follow written procedures and checklists as assigned

  • Ask questions or request clarification before proceeding if uncertain

  • Meet deadlines and quality/safety standards


6. Corrective Actions

6.1 Required Steps.

  • Review the applicable procedure with [Manager/Trainer] by [Date]

  • Complete retraining on [Topic] by [Date]

  • Demonstrate compliance for [__] weeks (spot checks may occur)
    6.2 Follow-Up Review. Your performance will be reviewed on: [Date].
    6.3 Support (Optional). ☐ Coaching ☐ Mentoring ☐ Job aids/checklists ☐ Other: [Support].


7. Consequences

7.1 Continued failure to follow instructions or procedures may result in further discipline up to and including termination, consistent with company policy and applicable law.


8. Employee Response (Optional)

8.1 Employee comments: [Space for response]


Signatures

Supervisor/Manager: [Name]
Title: [Title]
Date: [Date]
Signature: ___________________________

Employee Acknowledgment:
I acknowledge receipt of this warning. My signature does not necessarily indicate agreement.

Employee: [Employee Full Name]
Date: [Date]
Signature: ___________________________

If Employee Refuses to Sign (Optional):
Witness Name: [Name]
Date: [Date]
Signature: ___________________________

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Warning Letter for Not Following Instructions Template

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For quick answers, scroll below to see the FAQ.

Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.

WARNING LETTER FOR NOT FOLLOWING INSTRUCTIONS TEMPLATE FAQ


What is a warning letter for not following instructions?

A Warning Letter for Not Following Instructions is a formal notice documenting when an employee does not follow reasonable workplace directions or procedures. It clarifies expectations, references policies, and sets corrective steps to prevent repeated issues.


How is this different from an insubordination letter?

“Insubordination” often implies a refusal or disrespect toward supervision. “Not following instructions” can include missed steps, failure to follow procedures, or repeated mistakes — even without open refusal. This template focuses on the practical failure to follow directions and the required improvements.


What should be included in the letter?

Include: the instruction or procedure that was not followed, dates and facts, the impact on work or safety, prior coaching (if any), clear expectations, corrective actions, and consequences for continued issues.


What if the employee did not understand the instructions?

That should be addressed directly. Employers may provide retraining, clearer documentation, or confirm understanding. This template includes a section to document support and training to help prevent future misunderstandings.


Can repeated failures lead to termination?

Yes, especially if the behavior is repeated or creates safety, quality, or customer risks. This template includes a progressive discipline statement you can tailor.


What is AI Lawyer?

AI Lawyer is an AI-powered assistant that helps you create and customize legal and business document templates online. It guides you through key sections, suggests wording, and explains complex concepts in simple language. AI Lawyer does not replace a licensed attorney or provide legal advice, but helps you prepare better documents faster and more confidently.

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