Module 4
Organizing the Letters
Once you begin receiving letters, the campaign can quickly get messy—emails here, printed letters there, and some supporters unsure where to send their drafts. Poor organization can frustrate your attorney and reduce the impact of your presentation. This module shows how to track, organize, and coordinate so your letters strengthen your sentencing package instead of creating confusion.
Module Resources
Learning Objectives
Centralize
Collect all letters in one place
Track Progress
Use a spreadsheet to monitor status
Coordinate
Work with counsel on all submissions
Quality Focus
Prioritize quality over quantity
Meet Deadlines
Allow time for counsel review
Key Concepts
Centralize Everything
- Collect all letters in one place (ideally your attorney's office)
- Avoid supporters sending letters directly to the Court
Track Progress
- Use a simple spreadsheet or checklist to track
- Who you've asked, when, status of draft
- Date submitted to attorney
Coordinate with Counsel
- Always send letters to your attorney first, never straight to the Court
- Counsel may edit formatting or decide whether certain letters help or hurt
Quality and Diversity
- A packet of 10 high-quality, diverse letters is more persuasive than 50 short, repetitive ones
- Show a range of perspectives (family, work, community, faith, service)
Deadline Discipline
- Set a personal deadline at least 3 weeks before sentencing
- This gives counsel time to review and integrate into the sentencing memorandum
Steps to Build an Organized System
1
Spreadsheet or Logbook
Create a table with the following columns:
| Name | Relationship | Date Requested | Status | Notes | Sent to Counsel |
|---|---|---|---|---|---|
| Pastor Smith | Faith Leader | 8/10 | Draft Received | Youth mentoring | Y |
| Maria Lopez | Employer | 8/15 | Pending | Work ethic, honesty | N |
2
Folder System
- Digital: Save each letter as "Name_Relationship_Date."
- Physical: Keep printed copies in a binder with tabs.
3
Weekly Review
- Spend 15 minutes once a week updating your log
- Follow up with anyone who hasn't responded
Key Takeaways
- A well-run campaign shows the judge not only who you are, but also how seriously you've taken the process
- Disorganized or late letters weaken your presentation; organized, diverse, and timely submissions strengthen your credibility and make your attorney's job easier
Reflection Journal Prompts
1
What system will you use to keep your campaign organized—digital, paper, or both?
2
How will you make sure your attorney always has the final say before anything reaches the Court?
Worksheet: My Tracking Template
Fill in the table below with at least 5 letter-writers you've identified:
| Name | Relationship | Date Requested | Status | Notes |
|---|---|---|---|---|