Write name and contact information -- mailing address, email address and phone number -- in the top right of the page. If writing as a representative of a company, use the business' information. If writing for personal reasons, use only personal contact information.
Write the date beneath the contact information on the left side of the page.
Include the name and contact information to whom you are writing. The letter should be addressed to the presiding judge, and he or she should be addressed formally. For example, address the the letter to "The Honorable Justice Lee Albert" or "Judge Thomas Conrad."
Indicate the reason for writing the letter. For example, if providing testimony in absentia, indicate "I, Jan Sassafras, write to provide eyewitness testimony concerning the night of May 14, 2003 in San Antonio, Texas."
Disclose details of the reason for sending the letter, depending on individual circumstances.
Give permission to read the letter in open court. Include the date for which permission was granted. For example, "I, Jan Sassafras, allow this letter to be read in open court, intent authorized by my signing and delivery of this letter on August 4, 2003."
Sign the letter in the presence of a notary public. When notarized, the letter is authenticated and can be read in open court.
Deliver the letter, either by mail or by person, after notarization. Failure to delivery the letter promptly could nullify the notarization of the letter.