The short answer
To write a letter to a judge, first make sure you’re allowed to. In a pending case, judges generally can’t consider private, one-sided messages about the case, so a letter usually goes through the court clerk with a copy to every other party, or through your attorney if you have one. Address it to “The Honorable [first and last name]” and open with “Dear Judge [last name]:” Then put the case name and number at the top, keep it to one page of facts and one clear request, and sign it.
Can I write a letter directly to the judge?
Usually not privately, if the case is still pending. Judges follow codes of conduct that limit ex parte communication, meaning contact with the judge about a case without the other side present or informed. Rule 2.9 of the American Bar Association’s Model Code of Judicial Conduct says a judge “shall not initiate, permit, or consider ex parte communications” about a pending or impending matter, with narrow exceptions. The Code of Conduct for United States Judges has the same rule for federal judges, and its commentary says it covers communications from “others who are not participants in the proceeding.”
If a judge receives a letter like that anyway, Rule 2.9(B) says the judge must promptly tell the parties what it said and give them a chance to respond. So a private letter doesn’t stay private, and it can hurt more than help.
What courts allow instead is a letter that everyone in the case can see. Utah’s court self-help center explains that you generally can’t file something without sending a copy to the other parties. The federal court for the Western District of North Carolina tells people representing themselves that any communication with the judge should be in writing, with a copy sent to the other side, and that the letter should say a copy was sent.
This article is general information, not legal advice. Rules differ by state, by court, and by judge, so read your court’s local rules and the judge’s own procedures, and if you have a lawyer, ask them first.
Who can write a letter to a judge, and how does it reach them?
The right route depends on who you are in the case. These are common patterns, not rules for every court.
| Writer | Usual route | What to know |
|---|---|---|
| A party with no lawyer | Filed with the clerk, with a copy to every other party or their lawyer | The Western District of North Carolina wants the letter to say a copy was sent; to ask the court to act, it describes filing a motion |
| A party with a lawyer | Through your lawyer | In federal civil cases, a person represented by an attorney must file electronically, unless the court allows otherwise; ask your lawyer before writing |
| Family, friends, or employers before a criminal sentencing | Usually to the defense attorney, who submits it | The character letter guide covers these; some courts put them on the public docket |
| A crime victim in a federal case | To the U.S. Attorney’s Office | The Justice Department says written victim impact statements go to the U.S. Attorney’s Office and then to Probation for the presentence report |
| Anyone else with a view on a pending case | Generally not considered | A judge may consider only the evidence presented and facts that can properly be judicially noticed (ABA Rule 2.9(C)) |
What can a letter to a judge be about?
Courts treat scheduling and paperwork differently from the merits, meaning who should win and why. ABA Rule 2.9(A)(1) lets a judge allow ex parte communication for scheduling, administrative, or emergency purposes only when it doesn’t address substantive matters, no party gains an advantage, and the judge promptly notifies the other parties. Arguments about the facts or the law belong in filings the other side can answer.
Individual judges spell this out. The April 2026 civil procedures of U.S. District Judge John A. Kazen in the Southern District of Texas tell parties not to address substantive issues in letters, require copies of letters to go to all parties, and say letters about discovery and scheduling must be filed on the docket. If you want the court to order something, such as more time or a new hearing date, many courts expect a motion or a court form rather than a letter.
When should you not write to the judge?
Skip the letter, or take a different route, in these situations:
- You have a lawyer. Tell your lawyer what you want the judge to know and let them decide how to present it.
- You want to argue your side privately. The judge has to share it with the other parties, and it can’t replace evidence or a proper filing.
- You disagree with a ruling. A letter doesn’t change an order; ask the clerk or a lawyer what filing applies and when it’s due.
- The deadline is close. In federal civil cases, a paper that isn’t filed electronically is filed when it’s delivered to the clerk (Federal Rule of Civil Procedure 5(d)(2)), not on the day you mail it. State rules vary, so check your court’s rule before relying on the mail.
- You’re angry. A letter that threatens anyone is a crime: 18 U.S.C. § 876 punishes mailed threats to injure a person, with up to ten years in prison when the letter is addressed to a United States judge.
How do you format a letter to a judge?
Use a standard business letter on one page, typed if you can. Georgetown Law’s guide to writing to judges says the first line of the recipient’s address block should read “The Honorable [first name] [last name]” and the greeting “Dear Judge [last name]:” with a colon. Put the case name and number in a reference line so the clerk can match the letter to the right file; the Western District of North Carolina, for instance, asks for a cover letter showing the case number when a fee is paid.
Keep the body short: who you are, why you’re writing, the relevant facts, and one request. End with a formal closing, your signature, and your typed name, then list everyone who got a copy. The example below uses a fictional judge and case.
| Part | What to write | Example |
|---|---|---|
| Your heading | Your name, mailing address, and phone or email | Jordan Ellis, 418 Birch Lane, Riverton, OH |
| Date | The full date you send it | October 22, 2026 |
| Address block | “The Honorable,” the judge’s full name, the court, and its address | The Honorable Ellen R. Park, Lakeview County Superior Court |
| Reference line | The case name and case number | Re: Ellis v. Harbor Property Group, Case No. 26-CV-01482 |
| Greeting | “Dear Judge,” the last name, and a colon | Dear Judge Park: |
| Body | Who you are, why you’re writing, the facts, one request | Three or four short paragraphs |
| Closing | A formal closing, signature, and typed name | Respectfully, Jordan Ellis |
| Copies | “cc:” and each person you sent a copy to | cc: Dana Whitfield, attorney for Harbor Property Group |
How do you start off a letter to a judge?
After the greeting, say who you are and how you’re connected to the case in the first sentence, then say why you’re writing in the second. The judge, or the clerk opening the mail, should know within two lines whether this is a party, a witness, or someone else, and what the letter is about. Some openings to adapt:
“My name is [full name], and I am the [plaintiff/defendant] in [case name], Case No. [number]. I represent myself.”
“I am writing about the hearing scheduled for [date] at [time].”
“I have known [name] for [number] years as [relationship], and [name]’s attorney asked me to write before sentencing.”
Avoid flattery, legal jargon you aren’t sure of, and opening with your conclusion about who should win. Plain, specific facts read best.
What does a letter to a judge look like?
Here’s a template for a common, allowed purpose: a self-represented party writing about a scheduling conflict. Use it only if your court accepts letters for this; many courts require a motion or a court form for a new date. Replace everything in brackets.
[Your full name]
[Street address]
[City, State ZIP]
[Phone or email]
[Month Day, Year]
The Honorable [Judge’s first and last name]
[Name of the court]
[Court mailing address, as listed on the court’s website]
Re: [Case name], Case No. [number]
Dear Judge [Last name]:
I am the [plaintiff/defendant] in this case, and I represent myself. I am writing about the [type of hearing] scheduled for [date] at [time].
I have [a scheduled surgery / another required court appearance / a work obligation I cannot change] on that date, and I have attached [the document that shows it]. I respectfully ask whether the hearing can be reset to a later date. On [date], I contacted [name of the other party or their attorney], who [agrees / does not agree / has not responded].
I understand the court may require a formal motion for this request, and I will follow the court’s instructions.
Thank you for your time.
Respectfully,
[Signature]
[Typed name]
cc: [Name of the other party or attorney], [their address], by First-Class Mail on [date]
How do you address the envelope to a judge?
Use the mailing address the court publishes for that purpose, exactly as written. Some courts want all paper sent to the clerk’s office, while some judges name a chambers address in their procedures; Judge Kazen’s, for example, say case-related correspondence goes to his case manager at the courthouse. If the court lists a PO Box or a specific room or suite, include it.
Put the judge’s or clerk’s line first and the court’s address below it, in the format USPS prefers: capital letters, no punctuation, and the city, state, and ZIP Code on the last line. A letter to the fictional judge above might read: THE HONORABLE ELLEN R PARK / LAKEVIEW COUNTY SUPERIOR COURT / [STREET ADDRESS OR PO BOX] / [CITY ST ZIP CODE]. Put your own return address in the upper-left corner so the court can send back anything it can’t deliver.
Does writing a letter to a judge help?
At a criminal sentencing, it can. In federal court, 18 U.S.C. § 3661 says no limitation shall be placed on the information about a convicted person’s “background, character, and conduct” that the court may consider in sentencing, and letters from people who know the defendant are one way that information reaches the judge. The character letter guide covers that kind of letter in detail.
Outside sentencing, a letter carries less weight than people hope. ABA Rule 2.9(C) says a judge shall consider only the evidence presented and facts that can properly be judicially noticed, so a letter can’t substitute for testimony, exhibits, or a motion. Letters may also become public: the federal court in New Hampshire, for example, dockets sentencing letters it receives outside a sentencing memorandum and makes them viewable at the clerk’s office. Leave out Social Security numbers, birth dates, children’s names, and account numbers; federal privacy rules limit them in court filings.
Can you mail a letter to a judge or court with IRIS?
Yes, when mailing is an accepted route. IRIS Postal Forms is an independent print-and-mail service, not a court, a law firm, or USPS. Upload your finished letter as a US Letter-size PDF, enter your return address and the court’s or attorney’s US address, and review the document, both addresses, the options, and the total before paying. There’s no account or subscription. A one-page black-and-white letter is $3.20 with First-Class postage included. Certified Mail adds $6.95, for $10.15, and IRIS shows the USPS tracking number on your order page when it’s available; an Electronic Return Receipt adds $2.91, for $13.06.
Know the limits first. IRIS doesn’t give legal advice, check court rules, e-file, or serve the other parties, and each order goes to one recipient, so a copy for the clerk and a copy for the other side are separate orders. IRIS doesn’t provide a postmarked USPS mailing receipt or a Return Receipt signature PDF; if your certificate of service needs proof of mailing, ask the court what it accepts. Delivery follows USPS service standards and isn’t guaranteed, which matters because filing usually happens when the clerk receives the paper. A signature image in your PDF prints as part of the page; it isn’t a wet-ink signature.
If you have a lawyer, or your court requires e-filing, a specific form, or delivery through an attorney, use that route instead. Don’t upload Social Security numbers or other government identifiers: the IRIS acceptable-use policy doesn’t allow them without a written agreement.
Sources & further reading
Product details checked against the IRIS API contract when this article was published. Platform references can change; consult the linked documentation when implementing.
- American Bar Association: Model Code of Judicial Conduct, Rule 2.9 (Ex parte communications)
- United States Courts: Code of Conduct for United States Judges (Canon 3A(4))
- Utah State Courts: No private (ex parte) communications with the court allowed
- U.S. District Court, W.D.N.C.: Pro Se Litigant Guide (July 2024)
- U.S. District Court, S.D. Tex.: Judge John A. Kazen, Court procedures in civil cases (April 2026)
- Federal Rule of Civil Procedure 5: Serving and filing pleadings and other papers (Cornell LII)
- Federal Rule of Civil Procedure 5.2: Privacy protection for filings (Cornell LII)
- U.S. Department of Justice: Victim impact statements
- U.S. District Court, D.N.H.: Public notice on sentencing letters
- 18 U.S.C. § 876: Mailing threatening communications (Cornell LII)
- 18 U.S.C. § 3661: Use of information for sentencing (Cornell LII)
- USPS FAQ: Addressing mailpieces
- Georgetown Law: Cover letter guide for judicial clerkships
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