Draft a litigation hold notice employees will actually follow
Writes a clear preservation notice telling custodians exactly what to keep, where it lives, and what not to do.
The prompt
Draft a litigation hold (legal hold) notice for employees.
Matter (described neutrally): [e.g. "a contract dispute with a former supplier" - avoid details that waive privilege or prejudge the case]
Relevant time period: [START DATE to present]
Subjects and keywords the hold covers: [TOPICS, projects, people, products]
Custodians receiving it: [roles or names]
Where relevant data lives: [e.g. email, Slack/Teams, shared drives, CRM, phones, paper files, personal devices used for work]
Jurisdiction / forum: [if known]
Legal contact: [NAME, email]
The notice must:
- Open with a plain statement that this is a legal requirement and overrides normal deletion and retention schedules
- Say exactly what to preserve, with concrete examples, including drafts, chats, texts, voicemails, and files on personal devices or accounts used for work
- Say what NOT to do: delete, edit, move, wipe devices, or turn on auto-delete; do not discuss the matter outside legal
- Explain that the hold lasts until legal releases it in writing
- Ask for written acknowledgment by a deadline
- Be under one page, plain language, no legal jargon
Also give me:
1. A short IT instruction list (suspend auto-deletion, preserve departing employees' accounts, back up mailboxes).
2. A custodian tracking table: Custodian | Date sent | Acknowledged | Interview done | Data collected.
3. A reminder notice to send every [INTERVAL].
Preservation duties vary by jurisdiction; a qualified lawyer must confirm scope and timing before this is issued.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Legal & Compliance prompts
What to fill in
- START DATE to present
- TOPICS, projects, people, products
- roles or names
- if known
- NAME, email
- INTERVAL
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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