How to Address a Letter to a Judge (Envelope, Salutation, Sample Letter)

We’ve been very fortunate at The Letter Pilot and have never personally had to address or mail a letter to a judge. We have had clients reach out with questions about formatting and how to get mail to a judge. It’s important to address the letter correctly, but it’s also important to know when you should send a letter to a judge, since it isn’t always appropriate. This guide covers the correct format, appropriate reasons for writing, and whether your letter should be mailed or formally filed.

When Is a Letter to a Judge Appropriate?

You should really only write a letter to a judge when you’re requested to do so. I’d let an attorney advise you before blindly writing a letter. A couple of common examples include:

• A character reference submitted according to the defense attorney’s or court’s instructions
• A victim impact statement submitted through the prosecutor, victim advocate, or court
• Non-case correspondence that the court permits to be sent to the judge’s chambers

How to Address the Envelope

Use the judge’s official courthouse mailing address, which you can find on the court’s website.

Place your return address in the upper-left corner. See our guide to addressing an envelope for the standard placement of each address.

Salutation and Closing

For most judges, use:

Match the salutation to the official’s title when necessary:

• Dear Chief Judge [Last Name]:
• Dear Magistrate Judge [Last Name]:
• Dear Justice [Last Name]:
• Dear Chief Justice [Last Name]:

End the letter with:

Letter Content Guidelines

Keep the letter focused on its permitted purpose. Include:

• Your full name and contact information
• The date
• The case name and number, if required
• A clear explanation of why you are writing
• Specific information you personally know
• Your signature and printed name

Use a respectful, professional tone. Do not include threats, personal attacks, exaggerated praise, or claims you cannot support.

If you want the judge to issue an order or take action in a pending case, an ordinary letter is generally not the proper method. Follow the court’s procedures for filing a motion, notice, or other required document.

Character Reference Letters

A character reference may be requested before someone is sentenced. Follow the submission instructions provided by the defendant’s attorney or the court rather than mailing it directly to the judge.

A useful character letter should:

• Explain who you are and how you know the defendant
• Describe specific conduct you have personally observed
• Be truthful and avoid exaggerated praise
• Acknowledge the seriousness of the situation without disputing the case
• Remain concise and respectful

Do not attack the victim, challenge the conviction, or tell the judge what sentence must be imposed.

Sample Character Letter to a Judge

[Your Full Name]
[Your Address]
[City, State ZIP Code]
[Phone Number or Email]

[Date]

The Honorable [Judge’s Full Name]
[Court Name]
[Court Address]
[City, State ZIP Code]

Re: [Defendant’s Full Name], Case No. [Case Number]

Dear Judge [Last Name]:

My name is [your name], and I have known [defendant’s name] for
[length of time] as [explain your relationship].

[Describe one or two specific examples of the person’s character,
responsibilities, conduct, or efforts to make positive changes.]

I understand the seriousness of this matter and appreciate the
court’s consideration of this information.

Respectfully,

[Your Signature]
[Your Printed Name]

Give the completed letter to the defendant’s attorney unless the court provides different instructions.

Mailing a Letter Versus Filing a Document

Mailing a letter to the courthouse does not necessarily make it an official court filing. A filing must be submitted and accepted according to the court’s rules, which may require electronic filing, delivery to the clerk, service on the other parties, or specific forms.

Certified Mail can provide mailing and delivery records, but it does not prove that the court accepted the document or that a filing deadline was met. Follow the court’s filing instructions first. If paper mail is permitted, keep a copy of the document and your mailing records.

See our guide to sending a Certified Letter for information about USPS delivery records.