Over the years we have crafted/borrowed from/added to the spoliation letter my offices sends out in cases involving tractor trailers. Here you go:
Dear Mr. XXX:
As you may be aware, my law firm represents XXXXXXXX as a result of personal injuries resulting from an accident which occurred on XXX in XXXX. We specifically request that the following evidence be maintained and preserved and not be destroyed, modified, altered, repaired, or changed in any matter:
1. The tractor and trailer involved in this accident.
2. Bills of lading for any shipments transported.
3. Any oversized permits or other applicable permits or licenses covering the vehicle or load on the day of the accident.
4. The daily logs for the day of the accident and the eight day period preceding the accident.
5. The daily inspection reports for the day of the accident and the eight day period preceding the accident.
6. Daily inspection reports for the tractor and trailer involved in this accident for the day of the accident and the eight day period preceding this accident.
7. Maintenance, inspection, and repair records or work orders on the tractor and the trailer for the day of the accident and for the six month period preceding the accident.
8. Annual inspection report for the tractor and trailer covering the date of the accident.
9. The complete driver’s qualification file, including but not limited to:
a. application for employment
b. CDL license
c. driver’s certification of prior traffic violations
d. driver’s certification of prior accidents
e. driver’s employment history
f. inquiry into driver’s employment history
g. pre-employment MVR
h. annual MVR
i. annual review of driver history
j. certification of road test
k. medical examiner’s certificate
l. drug testing records
m. HAZMAT or other training documents
10. Photographs of the vehicles involved in this accident or the accident scene.
11. Any post-accident alcohol and drug testing results
12. Any lease contracts or agreements covering the tractor or trailer involved in this accident.
13. Any interchange agreements regarding the tractor or trailer involved in this accident.
14. Any data or printout from on-board recording devices, including but not limited to ECM (electronic control module), any on-board computer, tachograph, trip monitor, trip recorder, trip master, or other recording device for the day of the accident and the six month period preceding the accident.
15. Any post-accident maintenance, inspection, or repair records or invoices in regard to the tractor and trailer.
16. Any weight tickets, fuel receipts, hotel bills, or other records of expenses regarding the driver or the tractor or trailer involved in the collision for the day of the accident and the eight day period preceding the accident.
17. Any trip reports or dispatch records regarding the driver or the tractor or trailer involved in this collision for the day of the accident and the eight day period preceding this accident.
18. Any e-mails, electronic messages, letters, memos, or other documents concerning this accident.
19. The accident register maintained by the motor carrier as required by federal law for the one year period preceding this accident.
20. Any drivers manuals, guidelines, rules or regulations given to drivers.
21. Any reports, memos, notes, logs or other documents evidencing complaints about the driver.
22. Any DOT or PSC reports, memos, notes or correspondence concerning Chip P. Bledsoe or the tractor or trailer involved in this accident.
In regard to the tractor and trailer involved in this incident, we would like to set up a mutually convenient time for our expert to inspect, examine, and conduct tests on the unit. We specifically request that you make no repairs or adjustments to the tractor or trailer until this inspection is completed. I must have a response within the next ten (10) days.