How to Write a Rebuttal If You Get Written Up

If You’ve Been Written Up:

  • Call the union office and ask to speak to your Union Representative. Make sure your Rep is present at the disciplinary meeting.
  • Get a written copy of the write-up.
  • Never sign a write-up that says you agree with the discipline.

Respond With a Written Rebuttal

  • Don’t feel pressured to respond in writing during the disciplinary meeting. You have the right to prepare the rebuttal at home. Take the time to think clearly and to fully consider the issue. This will help you present your case as effectively as possible.
  • The rebuttal goes into your personnel file along with the write-up. It will be an important piece of evidence if you are suspended or terminated in the future.
  • Use the sample below as a guide to the tone and amount of detail that’s appropriate. Of course, this is only a guide—make sure to call your Rep if you have questions about how to respond in your particular case.

Write Clearly and Carefully

  • Take the time to write your rebuttal carefully, but make sure to turn it in within 2 weeks of your disciplinary meeting.
  • Remember, the rebuttal is as important to the Union as the write-up is to your Employer. It makes your case and lays the groundwork for any future grievances you may need to file in the future.
  • Make sure a Manager signs and dates your rebuttal.

Sample Rebuttal Letter

Date: July 3, 2008
To: HR Manager
From: [Your Name]
Subject: Record of Personnel Interview Dated July 2, 2008

This is to respond to the written warning I was given on July 2, 2008, concerning my attendance.

I have an ongoing illness that frequently prevents me from working a full workweek. I have submitted a doctor’s note to Human Resources about my illness, stating my need to miss work.

My attendance record includes several occurrences due to my illness, which is protected under the Family and Medical Leave Act.

I believe these factors explain the discrepancy in my attendance record. I am requesting that my record accurately reflect the number of days I missed work, minus my FMLA days.

I have given you two copies of this rebuttal. Please initial one copy, acknowledging that this is being placed in my personnel file along with the write-up.

_____________________________________
[Your Name]

___________
Date

_____________________________________
HR Manager

___________
Date

Download the sample rebuttal letter so you can edit it in your word processor.