Retention hold / preservation notice (Starter)

Subject: Preservation Notice / Retention Hold — [Your Name] — [Account/Reference]

To: [Company / Data Controller / Customer Relations]

I am giving formal notice that I require you to preserve relevant records and prevent deletion or alteration of materials related to:

• Account/Reference: [ID / Booking Ref / Ticket]
• Time period: [Start — End]
• Matter summary: [One sentence]

Please preserve, at minimum:

• emails and internal notes
• call recordings and chat transcripts
• account history and audit logs
• ticketing/booking history (if applicable)
• complaint handling records and agent notes
• any attachments, screenshots, or uploaded documents

This preservation request includes records held by processors/contractors acting on your behalf.

Please confirm in writing that a retention hold has been applied, and identify:

• the categories of records preserved
• the retention duration for this hold
• the point of contact for this matter

Regards, [Name] [Country]