Preservation Letter Template

[Date]

[Recipient Name]
[Title/Position]
[Company/Organization]
[Address]

Re: Preservation of Evidence Related to [Case/Subject]

Dear [Recipient Name],

This letter serves as a formal request and instruction that you preserve all documents, communications, records, and electronically stored information (ESI) that may be relevant to [describe matter, e.g., potential litigation, ongoing investigation, contractual dispute].

1. Scope of Preservation

You are directed to preserve, without limitation, the following:

• Emails and electronic communications.

• Paper records, contracts, and correspondence.

• Databases, spreadsheets, and financial records.

• Text messages, chat logs, and voicemails.

• Social media content.

• Backup tapes and archived data.

• Any other relevant physical or electronic evidence.

2. Duty to Suspend Routine Deletion

You must immediately suspend any automatic deletion, overwriting, or recycling of records and data storage systems that may destroy relevant materials.

3. Timeframe

This duty applies to all records created or maintained from [Start Date] to the present and continues until further notice.

4. Confidentiality and Security

All preserved materials must be maintained securely to prevent alteration, destruction, or unauthorized access.

5. Consequences of Non-Compliance

Failure to comply with this preservation request may result in sanctions, penalties, or adverse findings in court proceedings.

6. Acknowledgment of Receipt

Please confirm in writing that you have received this letter and that preservation measures are in place.

Sincerely,
[Your Name]
[Your Title / Law Firm / Organization]
[Contact Information]