[Date]
[Recipient Name]
[Title/Position]
[Company/Organization]
[Address]
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].
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.
You must immediately suspend any automatic deletion, overwriting, or recycling of records and data storage systems that may destroy relevant materials.
This duty applies to all records created or maintained from [Start Date] to the present and continues until further notice.
All preserved materials must be maintained securely to prevent alteration, destruction, or unauthorized access.
Failure to comply with this preservation request may result in sanctions, penalties, or adverse findings in court proceedings.
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]
Each template already follows legal structure and best practices.
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Check the generated document, make edits if needed, and download a ready-to-use agreement.
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For quick answers, scroll below to see the FAQ.
Frequently asked
A Preservation Letter, also known as a litigation hold letter, is a formal communication requesting that a party preserve all documents, records, and electronic data potentially relevant to a legal dispute or investigation.
It prevents spoliation (destruction or alteration) of evidence and helps ensure that relevant materials are available during discovery or trial. Sending one also demonstrates good faith and diligence in the litigation process.
Use it when litigation is pending, reasonably anticipated, or when you suspect that another party holds documents or data relevant to a potential claim or defense. Attorneys often send preservation letters before filing lawsuits.
It should identify the parties, describe the subject matter, specify categories of documents and data to be preserved (including electronic formats), and warn of potential legal consequences for failure to comply.
Not necessarily, but it places the recipient on notice. If evidence is later destroyed, courts may impose sanctions, adverse inferences, or other remedies against the responsible party.
It can come from the person or business that expects the dispute, or from their attorney, and the signature block of this template allows for either. A driver, for instance, may write to a trucking company after a crash and ask it to keep the dashcam footage from that day. Phone carriers and online providers are a separate case. Under 18 U.S.C. § 2703(f), they must preserve records for 90 days, renewable for another 90, when a governmental entity such as a police department asks, so a private letter does not trigger that duty. Once you list the record types and the start date, AI Lawyer composes a letter that names them.
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