Litigation Hold Notice Template

[Company Letterhead]
Date: [MM/DD/YYYY]

To: [Employees / Custodians Concerned]
From: [General Counsel / Legal Department]
Subject: Litigation Hold Notice – Preservation of Records

1. Purpose

This Litigation Hold Notice is issued in connection with [Case Name / Matter Description]. You are directed to preserve all relevant records, data, and documents that may relate to this matter.

2. Scope of Preservation

You must preserve, without alteration or deletion, the following types of information:

• Emails and electronic communications.

• Contracts, invoices, and financial records.

• Personnel files and HR-related documents.

• Meeting notes, presentations, or reports.

• Any other materials potentially relevant to the matter.

3. Suspension of Normal Destruction

Effective immediately, all scheduled deletion, overwriting, or destruction of records related to this matter must be suspended until further notice. This includes auto-deletion policies, shredding schedules, and digital purge processes.

4. Employee Responsibilities

• Do not delete, modify, or conceal relevant information.

• Preserve both electronic and paper records.

• Contact the Legal Department if you are unsure whether a document is covered.

5. Confidentiality

This Notice and the underlying matter are confidential. Do not discuss with anyone outside the company unless authorized by Legal.

6. Questions and Assistance

If you have questions about what to preserve or how to comply, contact:
[Legal Department Contact Information].

7. Duration

This Litigation Hold remains in effect until you are notified in writing that it has been lifted.

Acknowledgment of Receipt:

I acknowledge that I have received, read, and understood this Litigation Hold Notice, and I agree to comply with its requirements.

Signature: ____________________________
Name: ______________________________
Date: _______________________________