PRESERVATION OF EVIDENCE

Date: ______________

To:
  Motor carrier (legal name and address from the federal record):
  ______________________________________________________________

  Registered agent:
  ______________________________________________________________

  BOC-3 process agent:
  ______________________________________________________________

  Insurer named on the federal insurance filing as of ____________:
  ______________________________________________________________

  Broker (if any):
  ______________________________________________________________

  Telematics / ELD / dashcam vendor (if known):
  ______________________________________________________________

Re: Commercial motor vehicle crash on ______________ at
    __________________________________________________________
    Other vehicle / injured person: ___________________________
    USDOT number (if known): _________________________________
    Driver name (if known): __________________________________

Please preserve, and do not alter, recycle, overwrite, or destroy,
the following records and things that may be relevant to this crash:

  1. Records of duty status and supporting documents for the driver
     and the trip, including ELD data held by you or your vendor.
  2. The driver qualification file as it existed on the crash date.
  3. The accident-register entry and any accident reports you keep.
  4. Engine control module (ECM) data, and any imaging already done.
     Do not return the vehicle to service, or release it to salvage,
     until the ECM and any onboard cameras have been imaged or you
     have confirmed in writing that no such modules are present.
  5. Dashcam, inward-facing, and forward-facing video, and any
     telematics or GPS history for the tractor and trailer.
  6. Dispatch messages, bills of lading, rate confirmations, and
     trailer-interchange documents for the load.
  7. Maintenance, inspection, and repair records for the tractor
     and trailer, including pre-trip and post-trip reports.
  8. The liability policy, BMC-91X or successor filing, MCS-90
     endorsement, and any excess or umbrella policies.
  9. Communications about this crash, including notices to insurers
     and vendors.

This letter is notice that these items are relevant. The duty to
preserve can attach regardless of the minimum retention period in
49 CFR Parts 390, 391, and 395.

Please confirm in writing, within 10 business days, that the items
above are being held and identify any vendor that holds a copy.

This letter does not create an attorney-client relationship with
the sender unless a separate engagement says so.

Sincerely,

_________________________________
Name
Address
Phone