We are into the electrical contracting company we need to send a letter to employee for material misuses recovery notice. Please send a draft on this.
From India , Bangalore
Dear Employee,

It has come to our attention through the supervisor many of the employees are misusing the material from the site. Though this is the first time, we are not taking any legal action from our side. We do not appreciate such action from your side. It is not only a shameful act but also professionally unethical.
You are advised not to repeat such incidents in the future. Otherwise management will be forced to take necessary legal action and will also recovery from your salary. if you continue to show such unacceptable acts or misusing the material from the site, as per the company policy such acts by employees leads to termination of their employment also.
Hence, your employment with the company is hereby terminated with immediate effect without any salary payment and other compensation.
This mail will be placed on your personnel employment file. Please acknowledge receipt of this mail by signing one copy of this mail.

With Regards

From India, Noida
Dear Divya,

A member of this forum has asked for a draft of the letter to be issued to the employee for his misconduct. You have provided him with the draft also. I appreciate your helpful attitude, nevertheless, your overzealousness has overtaken your helpfulness.

We the members of this forum are outsiders. We do not know the complete facts of the case. When we do not know what has happened, it would not be fair on our part to jump to a conclusion.

The member has not provided any information on the process flow in his company or a demarcating line that divides a "use" and "misuse" of the material. Even if the misuse of the material were assumed for a while, we do not know how it was discovered, who discovered it, and whether there is any material evidence of the misuse. Furthermore, the member has not mentioned his/her exact requirement, whether he/she wants a warning letter or a show-cause notice.

While the members wish to take help from the other members, not many are inclined to provide complete information. This post is no different from several others.

Now coming to the feedback on your draft. Communication on disciplinary matters must be formal. However, your draft has a mix of formal and informal tone. We do not know whether or not the misconduct was severe enough and merited an adjective like "shameful". Furthermore, there is no classification of unethical acts professionally or otherwise.

The positive feature of your draft is that it has inadvertently brought out your personal need to learn the principles of business correspondence. "Business correspondence" is a too serious business, and the first lesson to be learnt is cautiousness. Otherwise, there is a risk of a smart party on the opposite side turning the table on us!

I hope you take this feedback in the right earnest.


Dinesh Divekar

From India, Bangalore
Thank you all for your valuable suggestion
From India , Bangalore
Dear Divekar Sir, A long back, I have posted the same thread asking for a draft of misuses of material by employee. I have shared the draft which I got from this forum only. Thank you for your input.
From India, Noida

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