Glade Riven
Adventurer
With regards to addressing the posts with direct trademark infringement, immediate action is always required. If someone was in the midst of vandalizing your car, would you walk up to a police officer and say...
"If you wouldn't mind, could you please be so kind as to give me a hand over here. It seems that someone is vandalizing my car. Oh, no hurry. After you finish your coffee would be fine. Or perhaps tomorrow, if you're about to end your shift."
In the context of IP enforcement, that's a reasonable analogy to what you're asking here. Also, in the context of IP enforcement, sending a message that doesn't involve the attorneys is generally viewed as a "request". Albeit, one that entails urgency to deal with the problem.
It is one thing to run off punk kids breaking into your car by brandishing a shotgun. It is another thing to try to get the officer to enforce the law by brandishing a shotgun at him. Something akin to this would probably have worked:
Dear Sir or Madam:
It has come to our attention that there have been several violations of the usage of our trademark by users of your forum, and are very concerned about it hurting our brand. We are requesting that you work with us to rectify this issue, and would prefer that this is handled without resorting to the use of an attourney. If we do not hear a response within 72 hours, our company will have to assume that your company is not interested in rectifying this issue and have to take far more drastic action.
[Second paragraph details the issue and the suggested solution]
[Conclude with thanking them for their cooperation]
Sincerelly,
X
I'd spellcheck it first (I don't bother spellchecking forum posts). Often, it isn't what you say, it is how you say it. The example above still makes the demand..er..request, still has the threat of legal action, but is neither ham-fisted nor overly aggressive.
Could we have separately made a gentle request regarding the education of the user community? The two issues were highly inter-related, so action on one would inherently involve the other. That meant that the best way to handle the issues was within a single message. Remember also that the only thing we required from them in this matter was to let us know whether they wanted to handle the process themselves.
Not their responsibility.