Quick answer
A letter of destruction (also called a certificate of destruction) is a document from your data destruction provider confirming that your hard drives or devices were destroyed. It’s your record that sensitive data was disposed of properly, useful for audits, compliance (such as HIPAA or the FTC Disposal Rule), insurance and internal policies. We provide a Letter of Responsibility for Destruction on written request.
Destroying old hard drives protects your data. Documenting it protects your organization. That’s what a letter of destruction is for.
What a letter of destruction is
A letter of destruction, often called a certificate of destruction, is a written confirmation from your destruction provider that the hard drives, storage media or devices you handed over were destroyed.
At E-Waste Haul Away and Data Destruction Services LLC, we provide a Letter of Responsibility for Destruction upon your written request.
Why businesses keep one
- Compliance: Rules like HIPAA (for health information) and the FTC Disposal Rule (for consumer report information) require proper disposal of sensitive data. A letter is a clear record that you followed through.
- Audits: IT, security and financial auditors often ask how retired equipment was handled.
- Insurance and contracts: Cyber insurance policies and client contracts may require proof of secure disposal.
- Peace of mind: If a question ever comes up about an old device, you have documentation.
Who should ask for one
- Healthcare: clinics, practices, labs, dental and therapy offices
- Finance and insurance: banks, credit unions, brokers, agencies
- Legal and accounting firms
- Schools: student and staff records
- HR and payroll: employee personal information
- Any business that stored customer data, passwords or proprietary information
What to include in your records
When you request a letter, it helps to keep these together in your files:
| Record | Why it helps |
|---|---|
| Date of pick up / destruction | Shows when the data left your control |
| Description and quantity of items | e.g. “42 hard drives, 6 SSDs, 3 laptops” |
| Serial or asset numbers (if you track them) | Ties the letter to specific devices in your inventory |
| Your organization’s name | Shows whose equipment it was |
| Method of destruction | e.g. physical destruction |
Tell us what details your organization needs when you make your written request.
Destruction comes first
A letter is only as good as the process behind it. Our data destruction process includes secure collection and handling, a documented chain of custody, and physical destruction of drives. (Why physical destruction beats wiping.) The remaining material is recycled through four R2-certified recyclers.
Need drives destroyed, with documentation? Request hard drive destruction and mention the letter in your request.
Frequently asked questions
Is a letter of destruction legally required?
Laws like HIPAA and the FTC Disposal Rule require organizations to dispose of certain information properly. A letter of destruction is one of the most common ways to document that you did. Your compliance team or advisor can tell you exactly what records you need to keep.
How do I request a letter of destruction?
Ask in writing when you book your pick up (the pick-up form or an email is fine), and tell us what details you need.
What's the difference between a letter and a certificate of destruction?
The terms are often used interchangeably. Both document that the media or devices were destroyed.
How long should we keep the letter?
Follow your organization’s record-retention policy or your industry’s rules. Many organizations keep disposal records alongside their asset inventory.
Sources
- Disposal of Protected Health Information, U.S. Department of Health & Human Services
- Disposing of Consumer Report Information? Rule Tells How, Federal Trade Commission
- NIST Special Publication 800-88: Guidelines for Media Sanitization, National Institute of Standards and Technology
Written by The E-Waste Haul Away Team
We pick up unwanted computers and electronics from businesses and schools across Greater Philadelphia and make sure they're recycled responsibly through R2-certified partners, with secure handling for anything that holds data. About us
