Character Letter for Court or Judge [FREE Template]

How Do You Write a Character Letter for a Judge?

A character letter for a judge is a written statement from someone who knows the defendant, asking the court to consider their positive qualities at sentencing. These letters (also called “sentencing letters” or “support letters”) describe the defendant’s character, background, and contributions to help the judge see the person beyond the crime. In federal cases, where judges set sentences and often limit live witnesses, well-crafted character letters can influence whether someone receives the minimum sentence or something harsher.

At Varghese Summersett, our federal defense attorneys have helped clients gather dozens of support letters that made real differences at sentencing. This guide shares the exact strategies we recommend to friends and family members writing on behalf of a loved one facing federal sentencing.

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Why Do Character Letters Matter in Federal Sentencing?

Federal judges have significant discretion within the Federal Sentencing Guidelines. While these guidelines provide a recommended range, judges can depart from that range based on the totality of the circumstances. Character letters help provide context the judge wouldn’t otherwise have.

Most federal judges limit courtroom testimony to save time, but they will read every letter submitted. A judge reviewing 20 thoughtful letters about a defendant’s volunteer work, parenting, or professional contributions sees a different person than the one described in the government’s sentencing memorandum.

Character letters can influence a judge to grant a sentence at the low end of the guidelines, a downward departure, or in some cases, probation instead of prison time.

What Makes a Character Letter Effective?

An effective character letter does three things: establishes the writer’s credibility, paints a specific picture of who the defendant is, and respects the court’s process. Generic praise (“he’s a good person”) carries little weight. Specific stories and concrete examples carry significant weight.

The best letters come from people who genuinely know the defendant and can speak to specific interactions, not just general impressions. A supervisor who worked alongside the defendant for five years can describe their work ethic in ways a distant acquaintance cannot.

Should I Mail the Character Letter Directly to the Judge?

No. Never mail a character letter directly to the judge. All letters should go to the defense attorney first. The attorney will review them, provide feedback if needed, and submit them to the court as part of the sentencing memorandum.

Sending letters directly to the court can create problems. The letter might not reach the judge, could be filed incorrectly, or might contain statements that inadvertently harm the defendant’s case. Always work through the attorney.

What Should a Character Letter Accomplish?

A character letter should accomplish three goals. First, establish why the judge should trust your perspective. Second, help the judge understand who the defendant is beyond this case. Third, make a reasonable request without overstepping.

The following nine tips will help you write a letter that achieves all three goals.

Tip 1: How Do I Establish Credibility?

Your opening paragraph should answer three questions: How long have you known the defendant? How did you meet? What is your relationship?

If you’ve known someone for 15 years as a coworker, say that. If you’re a teacher who watched them raise their children in your classroom, explain that connection. The judge needs to understand why your opinion matters.

Professional relationships carry particular weight. If you’re a supervisor, business partner, pastor, or community leader, mention your position and how it allowed you to observe the defendant’s character over time.

Generic character letters from people who barely know the defendant are unhelpful. Depth of relationship matters more than the number of letters.

Tip 2: What Mistakes Should I Avoid?

The biggest mistake letter writers make is undermining the defendant’s acceptance of responsibility. If someone has pleaded guilty or been convicted by a jury, do not write statements like “this isn’t like him” or “he only pleaded guilty for a better deal.”

Instead, acknowledge the situation respectfully. You might write: “I know [Name] has pleaded guilty to [offense]. I’m writing to offer context about who he is beyond this case.” This shows the judge you understand the process while still advocating for your loved one.

If you’re disappointed in the defendant’s choices, you can say so honestly. Judges appreciate knowing the defendant has people who will hold them accountable. Do not request a specific sentence without consulting the attorney first.

Facing federal charges? Our former federal prosecutors turned defense attorneys understand what judges look for at sentencing. Call (817) 203-2220 for a free consultation.

Tip 3: How Do I Tell a Compelling Story?

After establishing your credibility and acknowledging the court’s process, the most important part of your letter is telling a specific story about the defendant.

Don’t just say the defendant is “generous and kind-hearted.” Describe a time when they demonstrated those qualities. Did they stay late to help a struggling coworker? Did they organize meal deliveries for a sick neighbor? Did they mentor a young person who went on to graduate college?

Specific examples stick in a judge’s mind. “He is a good father” is forgettable. “He coached his daughter’s soccer team for six years and never missed a game, even working double shifts to make practice times” paints a picture.

Tip 4: How Do I Paint the Complete Picture?

Work with the defense attorney to ensure the letters collectively cover different aspects of the defendant’s life. One letter from a family member, one from a professional colleague, and one from a church or community connection provides a fuller picture than three letters from siblings.

You can discuss the defendant’s upbringing, challenges they’ve overcome, work history, role in their family, health issues, support systems available after release, and future plans. If you believe they feel genuine remorse, say so. If you believe they won’t reoffend, explain why.

The goal is helping the judge see a three-dimensional person. The presentence investigation focuses on the offense. Your letter focuses on the human being.

Tip 5: Why Should I Include Contact Information?

Always include your full contact information at the top of the letter. Include your name, mailing address, phone number, and email address.

The judge has law clerks who can verify letters if needed. Providing your contact information shows you stand behind your words and makes verification simple. Anonymous or unverifiable letters carry less weight.

Tip 6: Should I Check with the Attorney First?

Yes. Every court has different filing requirements, and the defense attorney knows what works best in that particular courtroom. Send a draft to the attorney before finalizing. They can flag potential problems and suggest improvements.

Most courts accept typed letters on standard 8.5 x 11 paper. The easier you make it for the judge to read, the more likely they are to absorb your message. Typed letters are generally preferred over handwritten ones because they’re more legible.

The exception is letters from young children. A handwritten letter from a defendant’s child can be powerful because the judge knows it came directly from the child.

Tip 7: How Do I Address the Judge?

Address the judge as “The Honorable [First Name] [Last Name]” or “Judge [Last Name].” Don’t write “Honorable Judge” because that’s redundant. Either “Honorable” or “Judge” is correct, not both.

Tip 8: Do I Need the Court’s Address or Case Number?

You don’t need to worry about including the court’s address, case number, or reference line. The defense attorney will handle all procedural details and ensure your letter reaches the correct case file.

Focus your energy on the content of the letter rather than the formatting technicalities.

Tip 9: What Should I Ask For?

End your letter with a reasonable request. Most federal defendants aren’t eligible for probation, so asking the judge to “keep him out of prison” may not be realistic. Check with the defense attorney about what sentence range is possible.

A reasonable request might be asking the judge to consider a sentence at the low end of the guidelines, or to consider factors that warrant a departure. Maintain the credibility you established throughout the letter by making an ask that respects the court’s role.

Understanding the federal sentencing hearing process can help you write a more effective letter. Our attorneys can explain what to expect and how your letter fits into the overall defense strategy.

Watch: How to Write a Character Letter for Federal Sentencing

Character Letter Template and Format

Use the character letter generator below to create a rough draft, or follow this template. Letters should be typed on standard 8.5 by 11-inch paper unless written by a child.

Character Letter Generator

Sample Character Letter Format

Use this format as a starting point for your letter:

[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Recipient Name]
[Recipient’s Title if applicable]
[Recipient’s Address]
[City, State, Zip Code]

Dear [Judge Name or Honorable Name],

I am writing to you in my capacity as [Your Relationship to the Person], to advocate for [Name of the Person], whom I have known for [Number of Years] years. It is an honor to vouch for their character and integrity.

[Name of the Person] has always displayed qualities of honesty, integrity, and responsibility, both as a [mention their role] and in their personal endeavors. [In this section, discuss how you came to know the person.] A specific instance where these traits were evident is when [describe a relevant story or example that shows their positive traits].

In addition to the aforementioned qualities, [Name of the Person] has been actively involved in [mention any community service, volunteer work, or other positive activities]. Their commitment to [specific activity] is a testament to their sense of duty and compassion towards others. [You may also discuss how they have overcome challenges here.]

I believe that [Name of the Person]’s conduct and character are exemplary and make them deserving of your consideration. Please feel free to contact me at the number or email address listed above should you require any further information or clarification.

Thank you for your time and consideration.

Sincerely,

[Your Full Name]

Frequently Asked Questions About Character Letters

How many character letters should be submitted?

Quality matters more than quantity. Two to fifteen well-written letters from people who genuinely know the defendant are typically more effective than 50 generic letters. Discuss the ideal number with the defense attorney based on the specific case.

Can character letters be submitted for state court cases?

Yes. While this guide focuses on federal cases, character letters can be submitted in state sentencing proceedings as well. The same principles apply: establish credibility, tell specific stories, and respect the court’s process.

When should character letters be submitted?

Character letters should be submitted before the sentencing hearing, typically as part of the defense’s sentencing memorandum. The defense attorney will provide specific deadlines. Don’t wait until the last minute because the attorney needs time to review and organize the letters.

Can I include photos or other materials with my letter?

Ask the defense attorney. Some judges appreciate seeing family photos or documentation of community involvement. Others prefer letters only. The attorney will know the preferences of the specific judge assigned to the case.

What if the defendant hasn’t pleaded guilty yet?

Character letters are typically submitted after a plea or conviction, not before. If the case is still being contested, focus on supporting your loved one emotionally and let the defense team handle legal strategy.

Get Help with Your Federal Sentencing Case

Writing character letters is just one part of preparing for federal sentencing. At Varghese Summersett, our team includes former federal prosecutors who now defend clients facing federal charges. We understand what federal judges look for at sentencing and how to present our clients in the most favorable light possible.

If you or a loved one is facing federal sentencing, we can help you develop a comprehensive sentencing strategy that includes gathering effective character letters, preparing a persuasive sentencing memorandum, and advocating for the lowest possible sentence.

Call (817) 203-2220 today for a free consultation with an experienced federal defense attorney.