How to Write a Rebuttal Letter to Your Employer

Write a rebuttal letter to your employer if you are written up

It is very important to send a rebuttal letter to your employer if you feel that you were written up unfairly. If your employer won't rescind the complaint about you, a rebuttal letter is often the best avenue for damage control.

Things You'll Need

• Word processor

Instructions

1. 

   Immediately after you are informed that you have been written up, jot down all the details about the incident. Write the date and time the incident in question took place, list the people involved, and record what was said to the best of your ability. Also, write down the details from the meeting in which you were informed that you had been written up. Use the information for the letter and keep it in case the issue comes up again.

2. Address the letter to the appropriate person in human resources.

3. Begin the letter by saying what the letter is and what to do with it. Say something along the lines of "This letter of rebuttal is to be placed in my personnel file. This information must be included if the issue under question is disclosed to a third party."

4. In the body of the rebuttal letter, state your purpose. Say "I am writing to protest the..." Include dates, times, and names.

5. 

   Give your side of the story in an objective manner and get right to the point. An example of appropriate wording may be, "I was never informed that there was an option on the sales terminal to say that the customer did not want to disclose their number. The write-up came before I was trained how to handle this common situation."

6. Lastly, state that the action taken was unfair and unjust.

7. Print your name at the bottom and sign the letter. Be sure to keep a copy for yourself and note when it was sent.

Tips & Warnings

• In your rebuttal letter, be professional. A rebuttal letter should not be used as a personal attack. Do not express emotion except to say that you feel the action taken was unfair and unjust.