An official letter addressed to the prefecture serves to obtain a written and dated record of your request: an appointment that the online module does not offer, a follow-up on a silent file, a change of address declaration, a duplicate of a lost or stolen title, or the contestation of a refusal. Substance matters more than form: your references, specific dates, a unique request, and the documents that prove it. This article provides the common structure for all these letters, followed by five short templates to adapt to your situation, and indicates through which channel to send them for processing.
What a letter to the prefecture must always contain
The foreign services handle thousands of letters. An agent should be able to identify your file and understand your request in less than a minute. Respect these elements, in this order.
- Your contact information at the top left: name and first names as they appear on your passport, date and place of birth, nationality, postal address, phone number, email address.
- Your references: foreign number (on your title, visa, or receipt), ANEF application number, file or appointment number appearing on the letters received.
- The recipient at the top right: “Mr. Prefect of [department]” or directly the service (“Direction of Immigration and Integration, Residence Office”). In Paris, residence permits fall under the police prefecture.
- The place and date.
- A one-line subject that names the procedure and the relevant title.
- A body of text in three paragraphs: your situation, the dated facts, your request.
- The polite closing, your signature, and the numbered list of attachments.
You always write to the prefecture of the department where you reside: jurisdiction follows your residence, not your choice. In case of doubt, our article on how to find out which prefecture you depend on and the map of prefectures provide the postal address and the competent service.
Template 1: request for an appointment when no slots are available
To be used when the online booking module shows no slots for several weeks for a procedure that requires physical presence (fingerprints, issuance of title, non-digital submission). Attach dated screenshots.
Subject: request for an appointment for [procedure], inability to book online
Mr. Prefect,
As the holder of a [title or receipt] valid until [date], I need to carry out [procedure] with your services. Since [date], I have been trying to book an appointment on the prefecture's online module, without success: no slots are offered, as evidenced by the attached screenshots taken on [dates].
My title expiring on [date], the lack of an appointment puts me in the position of being unable to submit my request within the regulatory deadlines. I kindly ask you to provide me with an appointment date, or any other submission method, by mail or to the email address indicated above.
Yours sincerely, Mr. Prefect,
Attachments: 1. copy of the title or receipt; 2. dated screenshots of the booking module.
This letter has legal significance: the Council of State ruled on June 10, 2020 (n° 435594) that a prefecture must propose a replacement solution when online appointment booking is permanently impossible. If the letter remains ineffective, it serves as evidence for an interim "useful measures" request before the administrative court. In parallel, an alert on rendezvousprefecture.com will notify you if a slot becomes available in the meantime. For a request by email rather than by letter, see our guide on how to write an appointment request email.
Template 2: follow-up on a file with no response
To be used when your request has been submitted for several months without a decision or request for additional documents, or when your receipt is about to expire without an extension certificate.
Subject: follow-up regarding my request for [title] submitted on [date], number [reference]
Dear Sir or Madam,
I submitted a request for [first issuance or renewal] of residence permit “ [mention]” on [date], registered under number [reference]. A receipt was issued to me on [date], valid until [date]. To date, I have received neither a decision nor a request for additional documents.
With my receipt expiring on [date], I kindly ask you to inform me of the status of my file and, if applicable, to send me an extension certificate so that I can continue to [work, study, receive my rights].
Yours sincerely,
Attachments: 1. copy of the receipt; 2. acknowledgment of receipt of the request.
The right time to follow up and the next steps (appeal after four months of silence) are detailed in our article how to effectively follow up with the prefecture.
Template 3: change of address declaration
The change of address is normally declared on the ANEF, in your personal space. This letter is used if your procedure is not digitized in your prefecture, if your ANEF account is blocked, or if a paper file is in progress. A move to another department changes the competent prefecture: notify both the old and the new.
Subject: change of address declaration, residence permit number [number]
Dear Sir or Madam,
As the holder of a residence permit “ [mention]” number [number] valid until [date], I inform you that I have been residing since [date] at the following address: [new complete address]. My previous address was: [old address].
Thank you for updating my file and informing me if any additional steps are necessary for the modification of the address on my title.
Yours sincerely,
Attachments: 1. copy of the residence permit; 2. proof of residence less than six months old at the new address (or accommodation certificate, ID, and proof of residence of the host).
Template 4: request for a duplicate after loss or theft
The request for a duplicate is made on the ANEF for most titles. First, declare the loss or theft at the police station or gendarmerie and keep the declaration receipt: it is requested in all cases. This letter accompanies a paper submission or a request for an appointment for non-digitized titles.
Subject: request for a duplicate of residence permit following a(n) [loss or theft]
Dear Sir or Madam,
As the holder of a residence permit “ [mention]” number [number], valid from [date] to [date], I inform you that this title was [lost or stolen] on [date] at [location]. I made a declaration at [police station or gendarmerie] on [date], of which I enclose the receipt.
I request the issuance of a duplicate and kindly ask you to inform me of the submission procedures and the date on which I can appear for fingerprinting and collection of the new title.
Yours sincerely,
Attachments: 1. receipt of the declaration of loss or theft; 2. copy of the passport; 3. proof of residence less than six months old; 4. standard identity photographs or e-photo code.
Template 5: administrative appeal against a refusal
The administrative appeal is addressed to the prefect who made the decision, within two months of its notification. It is not mandatory but preserves the deadline for contentious appeals before the administrative court. If the decision includes an obligation to leave French territory, the deadlines are much shorter and are stated in the paragraph “ways and deadlines for appeal” of the letter: read it immediately and consult a lawyer or an association, as the administrative appeal alone is not sufficient.
Subject: administrative appeal against the decision of [date] refusing [issuance or renewal] of residence permit, notified on [date]
Mr. Prefect,
By decision of [date], notified on [date], you refused to grant me a residence permit “ [mention]”. I ask you to kindly reconsider this decision for the following reasons.
[One paragraph per reason for refusal: recall the reason given, then the facts and documents that contradict or supplement it. For example: “The decision cites the insufficiency of my resources. However, since [date], I have held a permanent contract, a copy of which I enclose, and my last three pay slips show a net monthly income of [amount].”]
In light of these elements, I ask you to withdraw your decision and grant me the requested title. I reserve the right to refer the matter to the administrative court.
Yours sincerely, Mr. Prefect,
Attachments: 1. copy of the contested decision and its notification; 2. new numbered documents.
How to send the letter and keep proof
- ANEF Messaging: for any file submitted online, this is the channel read by the processing service. Submit the letter in PDF format.
- Contact form on the prefecture's website ([department].gouv.fr): keep the screenshot of the submission and the electronic acknowledgment of receipt.
- Registered letter with acknowledgment of receipt: essential for an administrative appeal, and recommended for an appointment request or a follow-up that may be useful before the judge. Keep proof of submission and the acknowledgment of receipt.
- Submission at the counter or reception: request a dated stamp on your copy.
An explanatory letter accompanying an incomplete file follows the same rules; we provide templates in our article on the explanatory letter for the prefecture. Other templates are available in our guide to letters to the prefecture.
Frequently asked questions
Should I write “Mr. Prefect” or “Dear Sir or Madam”?
For an administrative appeal and an appointment request, address the prefect, who is the decision-making authority. For a follow-up or a change of address, “Dear Sir or Madam” is sufficient, as the letter is processed by the service. If the position is held by a woman, write “Madam Prefect.”
Does an email have the same value as a registered letter?
An email or ANEF message proves the date of sending if you keep a copy, and it is often processed more quickly. The registered letter also proves receipt. For an appeal, where the deadline is strict, use the registered letter.
How long should I wait for a response to a letter?
There is no guaranteed response time for a simple letter. For a title request, the silence of the prefecture for four months after a complete file constitutes an implicit refusal, which opens the way for an appeal. Our article on response times from the prefecture details these rules.
Can I send the same letter to several prefectures?
No. Only the prefecture of your place of residence is competent. A letter addressed elsewhere will at best be forwarded, at worst ignored.
