← Notice letters

Store Notice and Evidence Preservation Request

Send toLocal store manager
WhenSame day as the corporate notice

💡 When to use it

Send this to the local store where the item was bought, at the same time you send the Retailer Notice and Install Records Request to corporate. Corporate handles the claim, but the store holds the day-to-day records: the sale, the install work order, the installer it scheduled, and any returns or complaints. Putting both on notice means nobody can say they didn't know.

  • Send both on the same day. The retailer notice goes to corporate claims, this one goes to the store manager. Each letter mentions the other.
  • Keep it short. A store manager won't read a long legal letter. Tell them what happened, what to keep, and where to send it.
  • Ask the store to preserve records. The sale, the install work order, the installer's name, and any related returns, complaints, or callbacks.
  • Ask the store to forward it. To corporate claims, to the installer, and to the store's insurer or risk management contact.
  • Send it by trackable mail, or hand-deliver it and get the manager's name and a date on a copy.
  • Diary 9 business days for a reply confirming it was forwarded.

Related letters: the Insured's Request to Retailer for Install Records, and the Notice of Subrogation Interest and Insurance Request for the installer once identified.

✉️ The letter

Fill in the boxes and the letter updates as you type. Anything you leave blank stays [in brackets]. What you type stays on your device. Free downloads and prints include a light Subrobuddy watermark.

[Retailer Name] – Store #[Store Number]
Attn: Store Manager
[Store Street Address]
[City, State ZIP]

[Today's Date]

RE: Notice of Subrogation Interest and Request to Preserve Records

Our Insured: [Insured's Name]
Our Claim No.: [Client Claim Number]
Date of Loss: [Date of Loss]
Loss Location: [Loss Address]		Product: [Brand, Model No., Serial No.]
Order / Receipt No.: [Order or Receipt Number]
Purchase Date: [Purchase Date]
Install Date: [Install Date]

Dear Store Manager:

On [Date of Loss], a [water heater] purchased from your store leaked and caused water damage to the home of [Insured's Name] at [Loss Location]. Our records show it was purchased on [Purchase Date] under order number [Order Number], and that installation was arranged through your store and completed on [Install Date].

[Client Name] insures [Insured's Name] and is handling a claim for this loss. [Your Company Name], as recovery agent for [Client Name], is investigating this loss. Please accept this letter as notice of [Client Name]'s subrogation interest.

Please preserve these records

Please keep, and do not discard or alter, all records related to this sale and installation, including:

  1. The sales receipt and order record
  2. The installation work order, schedule, and completion sign-off
  3. The name of the company and technician assigned to the install
  4. Any returns, complaints, service calls, or callbacks related to this item or install

Please forward this letter

Please forward a copy of this letter to your corporate claims or risk management department, to the company that performed the installation, and to any insurance contact your store uses. We have also sent notice directly to [Retailer Name]'s corporate claims department.

Please contact our office within 9 business days of the date of this letter to confirm that this letter has been forwarded, or to provide the name of the person handling it.

Thank you for your prompt attention to this matter.

Sincerely,

[Name]
[Title]
[Company]
[Address]
[Phone] · [Email]

cc: [Retailer Name] Corporate Claims / Risk Management
[Client Name]