Document Preservation Letter Template

Via [Certified Mail/Email/Fax]
Date: [Date]

To: [Recipient Name]
[Title]
[Company/Agency]
[Address]

Re: Preservation of Evidence Regarding [Matter/Case Name]

Dear [Recipient],

1. Notice of Potential Claims

We represent [Client Name] concerning [brief description of incident or dispute]. Litigation is reasonably anticipated. We demand that you immediately preserve all documents, data, and tangible evidence relating to this matter.

2. Categories of Information to Preserve

• Communications: emails, text messages, chat logs, voicemails, internal messaging, meeting notes, board minutes.
• Documents and Records: contracts, policies, manuals, engineering drawings, maintenance logs, incident reports, inspection records, quality assurance materials.
• Electronic Data: server files, databases, CRM entries, financial records, ESI from laptops/desktops, mobile devices, backup tapes, cloud storage, social media content.
• Physical Evidence: equipment, products, components, prototypes, photographs, video footage, handwritten notes.
• Third-Party Materials: information held by affiliates, contractors, insurers, or vendors under your control.

3. Actions Required

• Suspend automatic deletion, overwriting, or recycling of relevant data and backups.
• Preserve metadata and maintain chain of custody for physical items.
• Identify key custodians and systems storing responsive data; provide a preservation contact person within [Number] days.
• Prevent alteration or repair of physical evidence without prior notice and opportunity for inspection.

4. Duty to Preserve

Your obligation to preserve evidence arises now and continues throughout the pendency of this dispute. Failure to do so may result in sanctions, adverse inferences, or other remedies under applicable law.

5. Next Steps and Cooperation

We request written confirmation within [Number] days that your organization has implemented a litigation hold covering the categories described above and that you will preserve all relevant materials.

Please direct correspondence and questions to:

[Attorney Name]
[Law Firm]
[Address]
[Phone] | [Email]

Thank you for your prompt attention to this matter. We look forward to your cooperation.

Sincerely,

[Attorney Name]
[Title]
[Law Firm]

Acknowledgment of Preservation Notice (Optional)

I acknowledge receipt of the Document Preservation Letter dated [Date] and confirm that preservation measures have been implemented.

Signature: ____
Printed Name: ___
Title: ______
Date: _______