How To Write A Letter To The Court Ahead Of Sentencing

Writing a Character Letter to the Court

By Echo Menges

Writing a letter to the court ahead of your loved one’s sentencing is one of the most beneficial impacts you can have. These are commonly referred to as “character letters.”

On your end, think of it as someone on the outside taking time for someone on the inside. Whatever time you can dedicate to talking directly to the court (judge) on their behalf is time well spent.

So, let’s not waste it.

Keep the Purpose in Mind

Going in, remember this is not the time to retry your loved one’s case. If you’re writing a character letter to the judge overseeing the case, your loved one has been through the court process and is about to be sentenced for a crime. They could be facing prison time. It’s serious—and it should be taken seriously.

If your intention is to influence the judge by sharing positive attributes of your loved one, then do that. This is not the time to be argumentative.

Be Concise

First, think about the court system and how many words a judge typically reads in a day, week, or month. They read a lot—and they read very quickly. It’s just the nature of the beast.

They read an enormous amount in law school, while practicing law, and now as a judge. So for your letter, let’s get to the point, be direct, and keep it as simple as possible.

For me, I overthink things. Hopefully, I’ve overthought this enough to help limit your overthinking so you can just jump in.

Formatting Your Letter

My letters are always formatted as a formal letter. You can do it how you want, but this is how I’ve done it in the past:

1. Your name, address, phone number, and email address should be at the top.
2. The date should go below that.
3. The judge’s name should be next, followed by their court name and address.
4. The case name and number (e.g., State of Missouri v. John Doe, Case No. 1234-5678).
5. The hearing name and date (e.g., Sentencing Hearing on Jan. 11, 2026).
6. Salutation: “Dear Honorable [Judge’s Last Name],”

I find that starting out with “I’m writing on behalf of [name of your loved one]” works well.

Then, I briefly explain how I’m connected to my loved one. Are they my friend, brother, or uncle? How long have I known them?

For example: John Doe is my uncle, and he has played an active role in my life for more than 20 years. I know him to be a good person.

The Body of the Letter

This is the most important part. The body of the letter should tell the judge something positive about your loved one that they may not already know. Remember, you’re not writing a novel. You’re providing information that was not presented in court.

Here are a couple of prompts that could be helpful:

• Is there an example of your loved one acting selflessly that you can briefly describe?
• Has your loved one impacted your life in a positive way? How?
• How will your loved one’s incarceration affect your life?

This should be the meat of the letter. I try to keep the entire letter to one page—no more than two pages. This means I will fit my positive experience with my loved one into one or two paragraphs at most.

Closing the Letter

After you share something positive about your loved one, it’s time to wrap it up.

For me, my final paragraph is often just one sentence—my “ask.” I respectfully ask the judge to consider a lenient sentence.

For example: I ask you to please consider a probationary period over a prison sentence.

I avoid telling the judge what to do. Instead, I make a respectful suggestion.

I always end my letters by thanking the judge for their time and consideration.

Respectfully,
Echo Menges

Sending the Letter

Next, I contact the court clerk to find out where to send it. I also ask if I can email it directly to the court—this saves time and money.

What I do not do is ask to speak directly to the judge. Judges are bound by strict rules that prevent them from discussing cases outside the presence of both the prosecution and defense attorneys.

It’s a waste of time to try.

When I send my letter, I follow up with the court clerk to ensure it has been received. If I mail it, I wait about a week and call to confirm it’s been added to the case file. If I email it, I attach a PDF of the letter and ask the clerk to confirm receipt.

Final Thoughts

If you take this on and get it accomplished, pat yourself on the back. You’ve just advocated for someone special to you. The significance of that cannot be overstated. How lucky they are to have someone willing to go to bat for them.

Then comes the hardest part: waiting.

Wait to see what the judge decides. Hope for your ideal outcome, but prepare yourself for the worst possible one. And remember—this is not in your control. You can only do what you can do.

For me, I also send a copy of my letter to my loved one. It’s a tangible reminder that I care about them and about what happens to them.

You Can Use Mine

If you want, you can copy and paste everything below this sentence into a blank document and replace the brackets and everything inside them with your own words.

[YOUR NAME HERE]
[YOUR STREET ADDRESS]
[YOUR CITY, STATE, ZIP CODE]
[YOUR PHONE NUMBER AND EMAIL ADDRESS]
[TODAY’S DATE]

[NAME OF THE JUDGE – Use “Honorable” or “Judge” as the prefix.]
[NAME OF THE COURT – Example: Knox County Circuit Court]
[ADDRESS OF THE COURT – Street address, city, state, ZIP code]

In Reference to: [NAME OF THE CASE AND CASE NUMBER – Example: State of Missouri v. John Doe, Case No. 1234-5678]

[NAME OF THE HEARING, HEARING DATE – Example: Sentencing Hearing on Jan. 11, 2026]

To the Honorable [NAME OF THE JUDGE],

[INTRODUCTION – Example: I am writing on behalf of my friend Jane Doe, who is scheduled to be sentenced by you. I have known Jane for 16 years. I know her to be a good person.]

[BODY OF THE LETTER – Provide one to three examples of positive experiences you have had with your loved one that support your statement that they are a good person. These can be simple examples. You’re not expected to be a wordsmith—keep it simple. This should be one or two paragraphs. Example: When I met Jane, she knew I was overcoming a meth addiction, and she encouraged me to continue to do better. Jane supported me by always telling me how proud she was of me for facing my drug habit. I wouldn’t be here if it weren’t for her and people like her. I believe in Jane and that she has the power to change for the better with the assistance of the court. I believe she can show this court she can be accountable for her actions if given the opportunity. Jane has shown me she is capable of being a loving, kind, and respectful individual who deserves a chance to improve.]

[THE ASK – This is the one-sentence ask. What do you want the judge to sentence your loved one to? Example: I respectfully ask you to sentence Jane to probation in lieu of a prison term. Please give her the chance to show you she can do better.]

Thank you for your time and consideration of this matter.

Respectfully,
[YOUR NAME – If you send a hard copy of this letter, leave a space above your printed name and sign the hard copy between “Respectfully” and your name.]