How to Write a Rebuttal Letter for a Write Up at Work
Receiving a written reprimand at work can make you feel chastised, misunderstood and unappreciated, especially if you feel the write-up was unwarranted. Study your employee handbook to determine your rights when it comes to dealing with written reprimands. Many companies allow employees to submit a rebuttal letter to explain their perception of events. If you decide to write a rebuttal letter after a write up at work, your letter should be clear, logical and free from emotion. Keep in mind that the rebuttal will reside in your personnel file as a permanent representation of your character.
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Instructions
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Clear your head. Remember that a rebuttal letter provides a platform for you to present the facts of the issue as you see them rather than vent your emotions. Cool down before writing so you're sure to represent yourself in a calm, professional, articulate manner.
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Date the letter so that anyone who reviews your file has a specific time frame from which to reference the events mentioned.
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Address the letter respectfully, using the first name, last name and professional title of your supervisor or human resources official. If you aren’t sure to whom your letter should be written, address it to: To Whom This May Concern.
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Begin by summing up the issue at hand, including the reason for the write up. For example, “On December 5th, 2011, supervisor Jim Howard presented me with a write up titled ‘First Warning.’ The write up was a reprimand for missing the deadline for submitting a report detailing company acquisitions for the month of November.“
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Explain your side of the story by stating the facts as you see them, but refrain from being defensive, accusatory or venting personal feelings. Don’t write statements like, “I couldn’t finish my reports on time because the supervisor kept us in meetings all day and when we got out, the systems were down and I couldn’t log in. I told Mr. Howard but he ignored me like always.” Instead, use the rebuttal to explain your actions and showcase your work ethic. For example, “On the date in question, I attended a mandatory staff meeting for the majority of the day. Immediately after the meeting I tried several times to log in to my computer and submit the report, but the systems were down. I explained the dilemma to Mr. Howard and went home for the day. I came in early the following morning and submitted the report by 9 a.m. Beyond this exception, I’ve never missed a deadline.”
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Close the letter in professionally, and sign your name. Suggestions include, “Respectfully,” “Sincerely,” or “Regards.”
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Keep a copy of your rebuttal letter for your personal records, as well as subsequent correspondence regarding the matter in question.
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References
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