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.
Thanks,
Dinesh Divekar