Preservation Letter
Drafts a formal preservation notice establishing the opposing party's duty to preserve evidence, tailored to the matter's custodians, data sources, and time period.
Prerequisites
Gather before drafting:
- Case identification — parties, caption/docket (if filed), or anticipated claims
- Key facts — relevant dates, transactions, events establishing the dispute
- Known custodians — individuals likely possessing relevant information
- Data sources — IT systems, communication platforms, cloud services, retention policies
- Temporal scope — preservation start date through present
Quick Start
Format as formal business correspondence: letterhead, date, recipient block (name/title/org/address), re-line with matter description.
Required Sections
| Section |
Content |
| Opening Notice |
Counsel, client, dispute nature. If filed: caption, court, docket. If pre-suit: state client reasonably anticipates litigation. Cite FRCP 37(e) or state equivalent. |
| Matter Description |
Factual context sufficient for recipient to identify custodians and sources. Do not disclose litigation strategy. |
| Preservation Scope |
Categorized instructions per scope table below |
| Implementation Instructions |
Litigation hold procedures per checklist below |
| Spoliation Consequences |
Legal consequences of non-compliance |
| Response Requirements |
Written acknowledgment deadline (5–10 business days), hold confirmation, contact info |
| Closing |
Formal closing, signature block with bar admissions |
Preservation Scope Categories
Include only categories applicable to the dispute:
| Category |
Examples |
| Paper |
Contracts, memoranda, notes, financials, invoices, drafts |
| Electronic comms |
Email, texts, IMs, social media, voicemails — all platforms/devices including personal if used for business |
| ESI |
Documents, spreadsheets, databases, presentations, calendars — native format with metadata intact |
| Cloud/storage |
Cloud services, shared drives, backups, archived data, servers, mobile devices |
| Physical |
Products, equipment, machinery, vehicles (if applicable) |
| Audio/visual |
Recordings, photos, videos, surveillance footage |
Key emphasis: metadata must be preserved intact; no format conversions; personal devices/accounts included if used for business.
Litigation Hold Checklist
Instruct recipient to:
Spoliation Consequences
Address with appropriate firmness:
- FRCP 37(e) sanctions: monetary penalties through adverse inference instructions
- Dismissal or default judgment in egregious cases
- Contempt findings
- Sanctions apply even for negligent destruction; intentional destruction risks punitive sanctions and criminal liability
- Routine business practices are not a defense once litigation is reasonably anticipated
Pitfalls and Checks
- Scope calibration — omit inapplicable categories (e.g., no physical evidence in a pure contract dispute)
- No strategy disclosure — provide enough context for compliance, nothing more
- Ongoing duty — emphasize preservation is continuous, not one-time
- Questions ≠ delay — state that scope questions do not excuse or delay compliance
- Temporal scope — define explicitly with start and end dates
- Jurisdiction — default to federal (FRCP 37(e)); adapt to state rules if specified
- Tone — professional courtesy with unmistakable firmness
- Citations — verify all case law and statutory references; mark uncertain ones with [VERIFY]
1---2name: preservation-letter3description: Drafts litigation hold and document preservation letters under FRCP 37(e) and state equivalents. Covers custodian identification, ESI scope, hold implementation, and spoliation warnings. Use when sending preservation notices, litigation hold letters, spoliation notices, or evidence preservation demands.4license: Apache-2.05---67# Preservation Letter89Drafts a formal preservation notice establishing the opposing party's duty to preserve evidence, tailored to the matter's custodians, data sources, and time period.1011## Prerequisites1213Gather before drafting:14151. **Case identification** — parties, caption/docket (if filed), or anticipated claims162. **Key facts** — relevant dates, transactions, events establishing the dispute173. **Known custodians** — individuals likely possessing relevant information184. **Data sources** — IT systems, communication platforms, cloud services, retention policies195. **Temporal scope** — preservation start date through present2021## Quick Start2223Format as formal business correspondence: letterhead, date, recipient block (name/title/org/address), re-line with matter description.2425## Required Sections2627| Section | Content |28|---|---|29| **Opening Notice** | Counsel, client, dispute nature. If filed: caption, court, docket. If pre-suit: state client reasonably anticipates litigation. Cite FRCP 37(e) or state equivalent. |30| **Matter Description** | Factual context sufficient for recipient to identify custodians and sources. Do not disclose litigation strategy. |31| **Preservation Scope** | Categorized instructions per scope table below |32| **Implementation Instructions** | Litigation hold procedures per checklist below |33| **Spoliation Consequences** | Legal consequences of non-compliance |34| **Response Requirements** | Written acknowledgment deadline (5–10 business days), hold confirmation, contact info |35| **Closing** | Formal closing, signature block with bar admissions |3637## Preservation Scope Categories3839Include only categories applicable to the dispute:4041| Category | Examples |42|---|---|43| **Paper** | Contracts, memoranda, notes, financials, invoices, drafts |44| **Electronic comms** | Email, texts, IMs, social media, voicemails — all platforms/devices including personal if used for business |45| **ESI** | Documents, spreadsheets, databases, presentations, calendars — native format with metadata intact |46| **Cloud/storage** | Cloud services, shared drives, backups, archived data, servers, mobile devices |47| **Physical** | Products, equipment, machinery, vehicles (if applicable) |48| **Audio/visual** | Recordings, photos, videos, surveillance footage |4950Key emphasis: metadata must be preserved intact; no format conversions; personal devices/accounts included if used for business.5152## Litigation Hold Checklist5354Instruct recipient to:5556- [ ] Suspend all routine destruction, auto-deletion, email purging, and retention schedules immediately57- [ ] Issue written hold notice to all custodians by name and position58- [ ] Direct IT to disable auto-deletion, preserve backups, protect systems from data-destructive maintenance59- [ ] Preserve all newly created documents relating to the matter60- [ ] Maintain records of all preservation efforts61- [ ] Continue hold until matter resolved or written release provided6263## Spoliation Consequences6465Address with appropriate firmness:6667- FRCP 37(e) sanctions: monetary penalties through adverse inference instructions68- Dismissal or default judgment in egregious cases69- Contempt findings70- Sanctions apply even for negligent destruction; intentional destruction risks punitive sanctions and criminal liability71- Routine business practices are not a defense once litigation is reasonably anticipated7273## Pitfalls and Checks7475- **Scope calibration** — omit inapplicable categories (e.g., no physical evidence in a pure contract dispute)76- **No strategy disclosure** — provide enough context for compliance, nothing more77- **Ongoing duty** — emphasize preservation is continuous, not one-time78- **Questions ≠ delay** — state that scope questions do not excuse or delay compliance79- **Temporal scope** — define explicitly with start and end dates80- **Jurisdiction** — default to federal (FRCP 37(e)); adapt to state rules if specified81- **Tone** — professional courtesy with unmistakable firmness82- **Citations** — verify all case law and statutory references; mark uncertain ones with [VERIFY]
ThomasMoreAI