How to Address a Letter to a Judge
Quick Answer: How to Address a Letter to a Judge
- Envelope: "The Honorable [Full Name]" + Court Name + Address
- Salutation: "Dear Judge [Last Name]:" or "Your Honor:"
- Critical Rule: Never contact a judge directly about a pending case (ex parte communication is prohibited)
Writing to a judge requires careful attention to formatting and etiquette. Whether you are submitting a character reference, making an administrative inquiry, or sending a thank-you note after a case concludes, the way you address a letter to a judge matters. This guide explains proper judge letter format, how to address an envelope to a judge, the correct salutation, and what to include in your letter.
In This Guide
When Is It Appropriate to Write to a Judge?
There are limited situations where writing directly to a judge is appropriate:
- Character reference letters for sentencing hearings (must go through the attorney)
- Victim impact statements (typically submitted through the prosecutor)
- Administrative matters unrelated to pending cases
- Thank you letters after a case concludes
⚠️ Critical: Ex Parte Communication Rules
Never contact a judge directly about a pending case. This is called ex parte communication and is prohibited by judicial ethics rules.
Ex parte refers to one party communicating with the judge without the other party present or informed. All case-related communication must go through your attorney or be filed with the court clerk so all parties receive the same information.
Proper Forms of Address
All judges receive the honorific "The Honorable" on the envelope and in the address block. The specific title varies by court:
- Federal district judges: The Honorable [Full Name], United States District Judge
- State trial court judges: The Honorable [Full Name]
- Chief judges: The Honorable [Full Name], Chief Judge
- U.S. Magistrate judges: The Honorable [Full Name], United States Magistrate Judge
- U.S. Supreme Court justices: The Honorable [Full Name], Associate Justice of the Supreme Court (or Chief Justice of the United States)
- State appellate justices: The Honorable [Full Name], Justice
Envelope Formatting
Address the envelope to the judge at the courthouse where they preside. Follow standard envelope formatting:
Example:
The Honorable Jane Smith
[Court Name]
[Courthouse Address]
[City, State ZIP Code]
Full example:
The Honorable Jane Smith
United States District Court
500 Pearl Street
New York, NY 10007
Include your return address in the upper left corner.
Letter Salutation and Closing
Salutation options:
- Dear Judge Smith:
- Dear Honorable Judge Smith:
- Your Honor: (more formal)
Closing options:
- Respectfully,
- Respectfully submitted,
- Very respectfully,
Letter Content Guidelines
If you are unsure how to write a letter to a judge, use these guidelines to keep your message clear, respectful, and appropriate:
- State your purpose clearly in the first paragraph
- If referencing a case, include the case number and party names
- Keep the letter concise and factual
- Use formal language throughout
- Do not argue legal points or try to influence the outcome
- Do not make threats or demands
- Sign with your full legal name
✓ Best Practices for Judge Letters
- Use formal, professional tone throughout
- Keep it brief and to the point (one page if possible)
- Proofread carefully for grammar and spelling
- Use proper business letter format
- Submit through appropriate channels (attorney, court clerk)
- Keep a copy for your records
Character Reference Letters
If you are writing a character reference for someone facing sentencing:
- Submit the letter through the defendant's attorney, not directly to the judge
- Explain your relationship to the defendant
- Share specific examples of their character
- Be honest; do not exaggerate or make false claims
- State that you are aware of the charges (you can acknowledge wrongdoing while supporting the person)
- Keep it to one page if possible
Sample Letter to a Judge
Below is a sample letter format you can follow:
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
The Honorable [Judge's Full Name]
[Court Name]
[Court Address]
[City, State ZIP]
Re: [Case Name and Number, if applicable]
Dear Judge [Last Name]:
[First paragraph: State your purpose and identify any relevant case]
[Body paragraphs: Present your information or request]
[Closing paragraph: Thank the judge for their time and consideration]
Respectfully,
[Your Signature]
[Your Printed Name]
[Your Phone Number]
❌ Common Mistakes to Avoid
- Using informal salutations like "Dear Sir/Madam" or "To Whom It May Concern"
- Writing in casual or conversational tone
- Trying to argue legal points or case merits
- Sending letters directly instead of through proper channels
- Making demands or threats
- Including irrelevant personal information
- Forgetting to include case number when applicable
Mailing Considerations
- Use a standard business envelope
- Consider certified mail for important correspondence to have proof of delivery
- Allow extra time for courthouse mail screening
- If time-sensitive, check if the court accepts electronic filing or email
For step-by-step instructions, see our guide on how to send certified mail online.
Send Judge Letters Online with The Letter Pilot
Skip the post office and send your correspondence through The Letter Pilot. We print, prepare, and mail your letters using USPS First Class or Certified Mail with tracking.
Send a Letter Online →Frequently Asked Questions
Can I write to a judge about my own case?
Generally no. Communications about pending cases must go through proper legal channels. Contact your attorney or file documents through the court clerk.
How do I address a retired judge?
Retired judges retain their title. Use "The Honorable [Name] (Retired)" or simply "The Honorable [Name]."
Should I use "Dear Sir" or "Dear Madam"?
No. Use "Dear Judge [Last Name]" regardless of gender to avoid assumptions.
Can I email a judge?
Most judges do not accept direct email from the public about cases. Administrative matters may go through the court clerk's office. Check the court's website for contact procedures.
What if I do not know the judge's name?
Look up the case on the court's public records or contact the court clerk. Do not address a letter to "Dear Judge" without a name.
How formal should the letter be?
Very formal. Use proper grammar, avoid slang, and maintain a respectful tone throughout.
Will the judge read my letter?
Letters submitted through proper channels (such as character references through an attorney) are typically included in the court record. Unsolicited letters may not be read or may be rejected.
Make Sure Your Judge Letter Is Delivered and Trackable
Letters submitted before 8 PM ET through The Letter Pilot are printed and mailed the next business day. Add Certified Mail with Return Receipt for legal proof of delivery.
Send Certified Mail Online →Related Guides
- How to Address an Envelope
- What is Certified Mail?
- How to Send Certified Mail Online
- How to Address a Letter to an Inmate
Tags: how to address a letter to a judge, judge letter format, character reference letter, judicial etiquette, ex parte communication, court correspondence