Litigation Hold Notice Template

To: [Recipient Name(s) and Title(s)]
From: [General Counsel/Legal Department Contact]
Date: [Date]
Subject: Preservation of Information Related to [Matter Name/Number]

1. Purpose of This Notice

• This litigation hold requires immediate preservation of all documents, data, and tangible evidence potentially relevant to [brief description of dispute, investigation, or anticipated litigation].
• Preservation is mandatory regardless of format (paper, electronic, cloud, physical items) and applies to past, present, and future materials.

2. Scope of Information to Preserve

• Document Categories: contracts, communications, memoranda, meeting minutes, reports, research, marketing materials, policies, procedures, training, compliance records.
• Electronic Data: emails, instant messages, text messages, collaboration platform content, shared drive files, databases, financial systems, social media posts, metadata, backups.
• Devices and Media: laptops, desktops, mobile devices, tablets, removable media, external drives, servers, cloud storage accounts, home computers used for business.
• Physical Evidence: prototypes, product samples, equipment, photographs, handwritten notes, laboratory notebooks.
• Key Topics/Keywords: [list relevant keywords, product names, custodians, date ranges].

3. Immediate Actions Required

• Suspend Routine Deletion: Disable auto-deletion policies, recycle bin emptying, email retention limits, and overwriting of backup tapes related to responsive data.
• Preserve Hard Copies: Box and label physical documents; do not alter, annotate, or destroy.
• Secure Electronic Files: Copy relevant data to secure, access-controlled locations. Do not alter file metadata.
• Notify IT: Legal will coordinate with IT to preserve backup systems, shared drives, and hosted services. Provide IT contact: [Name, Title, Phone, Email].
• Identify Custodians: Confirm receipt and compliance within [Number] days. Provide list of potential custodians or data stewards.

4. Applicability

• Applies to all employees, contractors, and agents who possess relevant information, regardless of department or location.
• Extends to subsidiaries, affiliates, and third-party vendors where the organization has control or contractual rights to obtain data. Notify Legal if assistance is needed to secure vendor compliance.

5. Confidentiality and Questions

• Do not discuss this hold outside those with a need to know. External communications must be coordinated with Legal.
• Direct questions to: [Legal Contact Name], [Title], [Phone], [Email].

6. Acknowledgment of Receipt

Please acknowledge receipt and understanding within [Number] business days by replying to this notice or completing the attached acknowledgment form.

Employee Acknowledgment:
I acknowledge receipt of the Litigation Hold Notice dated [Date] and agree to comply with the preservation obligations described herein.

Signature: __________________________
Printed Name: _______________________
Department/Title: ____________________
Date: _______________________________

7. Follow-Up and Monitoring

• Legal will issue periodic reminders and may request status updates or certifications of compliance.
• Upon conclusion of the matter, Legal will provide written notice lifting the hold. Until that time, preservation obligations remain in effect.

8. Attachments

• Custodian acknowledgment form (if separate)
• FAQ or preservation checklist
• List of identified systems or repositories to be preserved