Understanding Your Response To Preservation Of Evidence Letter Sample

[Your Company Letterhead]
[Date]

[Recipient Name]
[Recipient Title]
[Recipient Law Firm/Address]

RE: Preservation of Evidence - [Case Name/Matter Reference]

Dear Mr./Ms. [Recipient Last Name],

This letter acknowledges receipt of your Preservation of Evidence letter dated [Date of their letter] concerning [briefly state the subject matter, e.g., the employment of John Doe].

We understand the importance of preserving all potentially relevant information pertaining to this matter. [Your Company Name] is committed to cooperating with your request and ensuring that all relevant evidence is preserved.

We have taken immediate steps to implement a litigation hold on all potentially relevant documents, electronic communications, and other data that may be associated with [Name of Individual involved] and the subject matter of your inquiry. This includes, but is not limited to, the following:

• All electronic communications (emails, instant messages, chat logs) sent or received by [Name of Individual involved] during the period of [Start Date] to [End Date].
• All documents, reports, and files created or accessed by [Name of Individual involved] during the period of [Start Date] to [End Date].
• Any physical documents or items related to [Name of Individual involved]'s employment or the matters referenced in your letter.

We have instructed our IT department and relevant personnel to ensure that no data is deleted, altered, or overwritten that falls within the scope of this preservation request. If you require specific types of data or have further clarification on the scope of this request, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address].

We will continue to preserve all such information as required by law and your request.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Sender Name]
[Sender Title]
[Sender Law Firm/Address]

RE: Preservation of Evidence - [Case Name/Matter Reference]

Dear Mr./Ms. [Sender Last Name],

I am writing in response to your letter dated [Date of their letter] requesting the preservation of certain evidence related to [briefly state the subject matter].

I understand the importance of preserving any information that might be relevant to this matter. I confirm that I will not delete, alter, or destroy any documents, electronic communications, or other materials that could be considered evidence.

Specifically, I will ensure the preservation of:

1. Any emails or text messages related to [specific topic].
2. Any physical documents or notes I possess that pertain to [specific topic].
3. Any photographs or videos I have that might be relevant.

I am committed to cooperating fully. If you need me to preserve specific items or have any questions regarding the scope of this request, please feel free to contact me at [Your Phone Number] or [Your Email Address].

Thank you for bringing this to my attention.

Sincerely,

[Your Name]

[Your Business Letterhead]
[Date]

[Recipient Name]
[Recipient Title]
[Recipient Law Firm/Address]

RE: Preservation of Evidence - [Case Name/Matter Reference]

Dear Mr./Ms. [Recipient Last Name],

This letter serves as our acknowledgement of your Preservation of Evidence letter dated [Date of their letter] regarding [briefly state the subject matter].

[Your Business Name] takes seriously its obligation to preserve potentially relevant information. We have implemented a hold on all relevant data and documents to ensure nothing is lost or altered.

We understand that the relevant evidence may include, but is not limited to, the following:

Type of Evidence	Scope/Timeframe
Customer emails and correspondence	[Start Date] to [End Date]
Sales records and invoices	[Start Date] to [End Date]
Internal memos and communications	[Start Date] to [End Date]
Any physical files related to [specific topic]	All existing files

Our staff has been notified of this hold, and appropriate measures are being taken to safeguard this information. If you require a more detailed list of preserved items or have specific data preservation needs, please contact us directly at [Your Phone Number] or [Your Email Address].

We are committed to cooperating with your request and ensuring the integrity of all potential evidence.

Sincerely,

[Your Name]
[Your Title]
[Your Business Name]

[Your Company Letterhead]
[Date]

[Recipient Name]
[Recipient Title]
[Recipient Law Firm/Address]

RE: Preservation of Evidence - [Case Name/Matter Reference]

Dear Mr./Ms. [Recipient Last Name],

We are writing to acknowledge receipt of your Preservation of Evidence letter dated [Date of their letter] concerning the employment of [Former Employee's Name].

We understand the importance of preserving all potentially relevant information related to this matter. [Your Company Name] has implemented a litigation hold to ensure that all relevant data and documents are preserved.

The hold applies to:

• All electronic communications (emails, internal chat logs) of [Former Employee's Name] during their employment from [Start Date of Employment] to [End Date of Employment].
• All performance reviews, disciplinary records, and HR files pertaining to [Former Employee's Name].
• Any project-related documents or reports that [Former Employee's Name] was involved in during their employment.

We have instructed our IT and HR departments to ensure that all such information is retained and not deleted. Please let us know if you require any specific data or have further questions about the scope of this hold by contacting us at [Your Phone Number] or [Your Email Address].

We will maintain the preservation of this evidence as required.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]

[Your Business Letterhead]
[Date]

[Recipient Name]
[Recipient Title]
[Recipient Law Firm/Address]

RE: Preservation of Evidence - [Case Name/Matter Reference]

Dear Mr./Ms. [Recipient Last Name],

This letter is in response to your Preservation of Evidence letter dated [Date of their letter] concerning [briefly state the subject matter, e.g., your recent purchase of product X].

We understand the importance of preserving all information relevant to this matter. [Your Business Name] is committed to cooperating with your request.

We have initiated a preservation process for the following:

1. All communication records with [Customer Name], including emails, phone logs, and customer service transcripts, from [Start Date] to [End Date].
2. Any records related to the specific transaction or product in question, such as order details, invoices, and product specifications.
3. Internal quality control reports or product testing data that may be relevant to the issue raised.

Our team has been instructed to ensure that no relevant data is lost or altered. If you have any specific requirements regarding the evidence to be preserved or need further clarification, please contact us at [Your Phone Number] or [Your Email Address].

We will continue to preserve all such information as required.

Sincerely,

[Your Name]
[Your Title]
[Your Business Name]

[Your Company Letterhead]
[Date]

[Recipient Name]
[Recipient Title]
[Recipient Law Firm/Address]

RE: Preservation of Evidence - Anticipated Litigation Concerning [Subject Matter]

Dear Mr./Ms. [Recipient Last Name],

We acknowledge receipt of your letter dated [Date of their letter], indicating a potential legal dispute concerning [briefly state the subject matter] and requesting the preservation of evidence.

[Your Company Name] is committed to cooperating with all legal processes. In anticipation of potential litigation, we have implemented a comprehensive litigation hold to ensure the preservation of all potentially relevant information.

This hold encompasses, but is not limited to:

• All documents, electronic records, and communications related to [specific project, product, or event] from [Start Date] to the present.
• Emails, internal memos, and correspondence of key personnel involved in [specific project, product, or event].
• Any physical evidence, samples, or prototypes related to [specific project, product, or event].

We have notified all relevant departments and employees about this preservation obligation and have taken measures to prevent the accidental or intentional deletion, alteration, or destruction of any such information. Should you require specific details about the scope of our preservation efforts or have further clarification on the evidence you seek, please contact us at [Your Phone Number] or [Your Email Address].

We will maintain the preservation of this evidence.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]

[Your Company Letterhead]
[Date]

[Agency Name]
[Attn: Investigator Name/Department]
[Agency Address]

RE: Preservation of Evidence - Inquiry Regarding [Subject Matter] - Case/File No. [If Provided]

Dear [Investigator Name or Sir/Madam],

This letter is to acknowledge receipt of your Preservation of Evidence letter dated [Date of their letter] regarding [briefly state the subject matter].

[Your Company Name] fully understands the importance of cooperating with government agencies and preserving all relevant information. We have implemented a strict hold on all potentially relevant data and documents.

The preservation applies to:

1. All records and communications pertaining to [specific regulation, incident, or activity] from [Start Date] to the present.
2. Internal reports, audit logs, and compliance documentation related to [specific regulation, incident, or activity].
3. Any financial records, contracts, or agreements relevant to the agency's inquiry.

We have instructed our employees to maintain all such records and not to delete, alter, or dispose of any information that falls within the scope of your request. If you require additional information or have specific questions about our preservation measures, please contact us at [Your Phone Number] or [Your Email Address].

We are committed to ensuring the preservation of this evidence.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]