Anyone has legal letter format/template for responding a copyright letter? Since i'm not a native english speaker, it's pretty hard to write such a legal letter. The letter will contain that: 1. the file has been deleted from our site, 2. the submitter has full responsibility about the submitted content, as noted in our term of use, 3. submitter detail (email, IP address, etc). I really appreciate your help. Thanks.
You can simply email them and tell them the user uploaded file has been deleted. As far as your "terms of use" it doesn't mean squat in removing you from potential liability to the copyright holder and I wouldn't include that. Most of the time, the copyright holder will not go any further once the file is removed. If they attempt to collect damages, you should seek the advice of an attorney and not try to put together your own legal response.