Sample "Data Breach Notification Letter"

What Is a Data Breach Notification Letter?

A Data Breach Notification Letter is a formal statement usually released by a business to inform their employees, clients, and other involved parties about the security breach. This document not only tells the recipients about the data leak and exposure of personal and corporate information but also explains what steps must be taken to solve the issue.

You may download a pre-completed Sample Data Breach Notification Letter through the link below.

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What Should a Data Breach Notification Letter Include?

While you are free to customize the Data Breach Notification Letter template to suit the needs of your organization, consider including the following information in your letter:

  1. Introduction - state the actual date, indicate your name, and greet the recipient.
  2. Description of the breach. Provide the information currently at your disposal and specify how many people may have been affected by the security violation. For instance, you can tell the recipient of the letter the names of the customers and their credit card numbers are now available to the general public.
  3. Actions the letter reader can take immediately to protect their interests. If you suspect the confidential corporate information was leaked to the competitors, the addressee can start changing passwords while you are getting in touch with the specialist who will monitor the accounts of the company and protect them from further unauthorized access.
  4. Actions you are taking to investigate the problem, prevent a similar breach.
  5. Contact information of the letter writer. Provide your telephone number and email in case the recipient (employee, client, or business partner) detects suspicious activity that may undermine the safety of their personal and work accounts.
  6. Apology for the inconvenience, assurance that you are making every effort to fix the issue, and the signature of the letter writer. Send this notification via email to make sure this information reaches the intended addresses on time.

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Sample Data Breach Notification Letter
From: ​ S upport Team at ABC.com
1234 Broadway Blvd.
Reno, Nevada 89104
[​
D ate​
]
To: ​ K imberly Shaw
5678 Primrose Ave.
Reno, Nevada 89503
Re: ​ D ata Breach at ABC.com Offices
Dear Kimberly Shaw,
On the morning of [​
D ate​
] , we discovered our office suite had been broken into and our
computers were stolen.
The computers stored both medical records and payment information, including the credit
card and Social Security numbers of several patients, including yours. As a result, your
personal information is now potentially accessible to unauthorized individuals.
Immediately upon discovery, we contacted local authorities and reported the break-in.
You may contact the Reno Police Department and reference case number [​
N umber​
] if
you have any questions.
We encourage you to take the following steps to protect yourself from the risks
associated with this breach of your data:
1. Medical records and health insurance information. Regularly review the
explanation of the benefits statement that you receive from your insurance
administrator. If you see any services listed that you did not receive, contact your
administrator immediately at the number on your statement. You should also
© ​
T EMPLATEROLLER.COM
Sample Data Breach Notification Letter
From: ​ S upport Team at ABC.com
1234 Broadway Blvd.
Reno, Nevada 89104
[​
D ate​
]
To: ​ K imberly Shaw
5678 Primrose Ave.
Reno, Nevada 89503
Re: ​ D ata Breach at ABC.com Offices
Dear Kimberly Shaw,
On the morning of [​
D ate​
] , we discovered our office suite had been broken into and our
computers were stolen.
The computers stored both medical records and payment information, including the credit
card and Social Security numbers of several patients, including yours. As a result, your
personal information is now potentially accessible to unauthorized individuals.
Immediately upon discovery, we contacted local authorities and reported the break-in.
You may contact the Reno Police Department and reference case number [​
N umber​
] if
you have any questions.
We encourage you to take the following steps to protect yourself from the risks
associated with this breach of your data:
1. Medical records and health insurance information. Regularly review the
explanation of the benefits statement that you receive from your insurance
administrator. If you see any services listed that you did not receive, contact your
administrator immediately at the number on your statement. You should also
© ​
T EMPLATEROLLER.COM
check your credit reports for medical bills that you do not recognize. If you find
anything suspicious, call the credit reporting agency at the number on the report.
2. Social Security Number. ​ P lace a fraud alert or security freeze on your credit files.
A fraud alert requires potential creditors to use what the law refers to as
“reasonable policies and procedures” to verify your identity before issuing credit
in your name. The alert will remain on your accounts for 90 days. A security
freeze will lock your credit files so nobody can access them to obtain credit in
your name. You can unlock them temporarily or permanently at any time.
3. Financial account numbers. ​ C ontact your bank or credit card company
immediately and close your account. Tell them that your account may have been
compromised and ask that they report it as “closed at customer’s request.” If you
wish to open a new account, ask that they give you a PIN or password. This will
help control access to the account.
4. Online account information. ​ R eset your username, password, and security
questions and answers on [​
A ffected Email​
] . Contact your service provider for
additional guidance.
We take our role of safeguarding your personal information seriously. The team at
ABC.com apologizes for the worry this situation may cause you but understand that we
are doing everything we can to quickly rectify the situation.
We have established a number that you can call with questions and concerns about the
loss of your personal information. You may call 1-702-123-4456 during normal business
hours.
Sincerely,
Support Team at ABC.com
© ​
T EMPLATEROLLER.COM
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