Get Sample Preservation Letter

Completing the Sample Preservation Letter online can be a straightforward process with the right guidance. This guide will help you navigate through each section of the letter to ensure that you provide the necessary information clearly and effectively.

Follow the steps to successfully complete your letter

1. To begin, locate the 'Get Form' button. Press it to access the Sample Preservation Letter. This will open the form in an online editor, enabling you to start filling it out.
2. In the first section, address the letter appropriately. Replace the placeholder with the recipient's name and title, ensuring that you correctly identify the person you are notifying about the preservation of electronically stored information (ESI).
3. In the 'RE:' line, insert the subject matter or case reference related to this preservation request. This helps contextualize the request for the recipient.
4. Review the initial explanation paragraph carefully. Ensure that the language reflects your understanding that the ESI is relevant. It is important to phrase it to emphasize the recipient's responsibility for preserving the relevant data.
5. In the 'Obligation to Preserve' section, outline the specific actions the recipient must take to ensure the preservation of data. Be clear in your explanations, emphasizing the need to halt any automatic data destruction processes.
6. Define the types of ESI requested for preservation under the 'Data Requested' section. Customize this list based on the relevance to the matter to ensure comprehensive clarity on what should be preserved.
7. In the 'Electronically Stored Files' subsection, specify categories of data, such as active, archive, and deleted data. Make sure to refer to all relevant types to provide comprehensive instruction.
8. Complete the 'Preservation Requirements' section by filling in the necessary details regarding specific persons, topics, or time frames that relate to the requested preservation.
9. Before concluding the letter, include a compliance instruction. This step involves advising the recipient on the documentation of changes to any ESI, which ensures proper tracking and accountability.
10. Finish the letter by signing with your name and title. Ensure that your contact information is accurate so the recipient can reach out if needed.
11. Once you have completed filling out the form, take time to review your entries for accuracy and clarity. Finally, save your changes, and you may choose to download, print, or share the finalized form.

Start filling out your Sample Preservation Letter online today to ensure timely and effective communication.