A hold letter identifies the matter, describes the categories of material to be preserved, instructs suspension of routine deletion, and requests acknowledgment. It is distributed to custodians identified through the preservation scope analysis.
It is distinct from a preservation letter sent to an opposing party.
Alternative Names:
Hold Letter, Preservation Notice Letter
Why it Matters?
The letter should be specific enough that a recipient knows what to keep, since instructions to preserve all relevant documents produce inconsistent compliance. Naming systems, date ranges, and document categories works better than legal generality. Reminders matter as much as the initial notice, because holds spanning years lose force without periodic reissuance, and courts examine whether follow-up occurred.
Frequently Confused with
Related terms
Frequently asked questions
How specific should a hold letter be?
Are reminders necessary?
