Some companies are quite specific in their requirements i.e. Google required that all reports be sent either by post or fax.
Below is a generic sample that should work for most companies, containing all the info generally required. Thanks for Roberta D'Achille for her input . Hope this helps others to speed things up!
To .......... (the entity you're posting to i.e. Yahoo!Groups, Google, YouSendIt, Groupers, etc.)
Re: Notice of Copyrights Infringement
(or: DMCA Violation Notice, or something in this line)
I, the undersigned, certify under penalty of perjury that I am the owner of certain intellectual property rights, said owner being named _ (YOUR NAME HERE)_ (“IP Owner”). I have a good faith belief that the distribution of the materials identified below are not authorized by the above IP Owner, its agent, or the law and therefore infringes the IP Owner’s rights. Please act expeditiously to remove or disable access to the material or items claimed to be infringing.
Location of infringing material: (The URL of the files being shared)
Description of infringing material: Digital Graphic Files.
(or Digital Scapbooking Kits, as you see best).
As most companies wouldn't take email attachments for safety reasons, it is advisable to store any proofs such as screen shots of the group showing illegal sharing at a remote host such as PhotoBucket.com and then give this url instead of attaching images with your email report.
Include also references i.e. images or url to your store that shows clearly that you are the rightful designer/owner of the materials being shared.
Description of the copyrighted work(s) you claim is or are infringed:
(Detailed description of the materials - include/refer to the url above if necessary).
I may be contacted at:
Title & Company_..........._
City and State_........, ........._
Email (if available)_.........._
/YOUR_NAME_AS_SIGNATURE/(notes: the Slash / mark indicates that this is your signature),