Preservation letter
A preservation letter tells a company that specific records are relevant to a claim and must be kept. Once that notice arrives, the duty to preserve can attach even when a federal minimum retention period has already run.
Who receives it
The motor carrier
The legal name and address on the federal record, not only the trade name on the door.
The registered agent
The agent for service of process on file with the state of incorporation or qualification.
The BOC-3 process agent
Interstate carriers designate process agents on FMCSA Form BOC-3. That person can receive papers in each state.
The insurer on the federal filing
The company named on the Motus insurance row as of the date you pulled it, plus any excess insurer you later identify.
The broker
If a broker arranged the load, write that company for the rate confirmation and carrier-selection file.
Any vendor holding telematics
ELD vendors, dashcam vendors, and GPS providers often hold a longer archive than the carrier does.
Use the carrier lookup for the legal name, address, and the insurer on the federal filing. Use the evidence table to name the records in the letter. This template is general information, not a form for your particular case.