Preservation of Evidence Letter

PRESERVATION OF EVIDENCE LETTER

[LAW FIRM OR CLAIMANT LETTERHEAD]

Date: [__/__/____]
Delivery method and address: [EMAIL / MAIL / PORTAL, RECIPIENT ADDRESS]

To: [PERSON OR ORGANIZATION THAT POSSESSES OR CONTROLS THE EVIDENCE]
Attention: [NAME AND ROLE]
Re: [CLAIMANT / INCIDENT OR CLAIM NUMBER] — [DATE, TIME, AND PLACE]

Dear [NAME]:

I write concerning [CLIENT OR CLAIMANT NAME] and [BRIEF, ACCURATE DESCRIPTION OF THE INCIDENT AND POTENTIAL CLAIM]. I understand that your organization may have possession or control of the items identified below. Please preserve them in their existing form while the matter is evaluated and contact me before any ordinary retention cycle, repair, disposal, or system process would change or remove them.

Material requested for preservation

For the electronic items listed, please retain the available original file, associated timestamps and metadata, and a usable copy. If ordinary automated deletion or overwriting applies, please suspend it for these identified items or make a reliable preservation copy before it occurs. For physical items, please document their condition and any custody transfer. If safety, medical care, legal duties, or ongoing operations require a change, please document the condition first where feasible and tell us what changed, when, why, and by whom.

This letter asks for preservation of the identified material. It does not ask you to disclose privileged material, provide immediate access, or stop necessary safety repairs. Please identify any requested item you do not control, any item already lost or changed, and the available replacement or custodian information.

Coordination

Please acknowledge receipt by [DATE] and identify a contact for preservation questions. If you believe a category is unclear, unduly broad, unavailable, or subject to a shorter retention period, tell me promptly so we can discuss a precise scope. I separately request an opportunity to inspect [SPECIFIC ITEM OR SITE, IF ANY] by mutual arrangement before an irreversible change, when feasible.

Send your response to [NAME, ADDRESS, EMAIL, PHONE]. Please retain a copy of this letter with the related incident or claim file. I appreciate your help in keeping the available evidence intact while the parties evaluate the matter.

Sincerely,

[SIGNATURE]
[NAME AND ROLE]
[FIRM AND CONTACT]

Copies actually sent: [NAMES, ADDRESSES, METHODS, AND DATES OR “NONE”]