How to Write a Letter to the Prefecture – Step-by-Step Guide

This guide provides you with tips for writing to the prefecture. It follows the rules for an administrative request. You will learn step by step, from preparation to the moment of sending your letter. We will also explain when and why to contact the prefecture, with different examples of reasons.

Main points to remember

• The necessity of sending the letter by registered mail with acknowledgment of receipt highlights the importance of administrative formalities.
• The possibility of witnesses during the submission of the request suggests vigilance regarding unauthorized refusals.
• The emphasis on the legal justification of the request indicates the importance of complying with regulations.
• The advice to keep copies of the letter and the acknowledgment of receipt reveals a cautious approach to document retention.
• The structured format of the letter reflects standardized communication practices with the prefecture.

Why send a letter to the prefecture

Writing to the prefecture can be useful for various reasons. First, you might request information. For example, the procedures or documents required for a request. Then, if your request is delayed, following up on your file is important. By using mail, you could also send documents to the prefecture. Whatever you write, a clear letter will speed up responses from the prefectural services.

Requesting information

Contacting the prefecture for information is common. You could inquire about administrative procedures or documents to provide. Perhaps you are curious about a prefectural authorization. A well-formulated letter can explain everything clearly.

Following up on a pending request

A delay in processing your file sometimes requires a follow-up letter. This helps to quickly obtain a response in accordance with the deadlines and procedures in place.

Submitting documents

Mail is perfect for sending documents to the prefecture. This includes supporting documents and forms to complete. And it ensures that your papers are received properly.

When to send a letter to the prefecture

Sending your letter to the prefecture on time is crucial. Before sending your mail, ensure you are aware of the necessary deadlines. Each request has its own deadlines to respect.

Respecting processing deadlines

You must respect the prefecture's deadlines for quick processing. Deadlines may change depending on your request, and several factors influencing deadlines may come into play. A first application for a residence permit can take months.

However, a renewal is often processed more quickly. Various administrative procedures involve different timelines.

In case of excessive delay

If your file is taking too long to be processed, you can react. Send a follow-up letter to speed things up. Clearly indicate the date of your request, the follow-up request to the prefecture, and why the delay is too long.

Preparing your letter

Before starting your letter to the prefecture, make sure to prepare it well. Put your contact information at the top: name, first name, address, phone number, and email. This helps the administration recognize you and contact you if needed.

Your complete contact information

Make sure to include all your info: name, first name, address, phone, and email. This part is very important for your mail to be processed correctly.

Contact information of the prefecture

Next, correctly note the contact information of the prefecture. Make sure to check the address and phone number so that your mail has no issues.

Clear and concise subject

Finish by putting a specific subject. It should be clear and short. This helps the recipient quickly understand what your letter is about.

Writing the body of the letter

In the body of your letter to the prefecture, summarize what your file contains. Talk about your request, the date you submitted it, and the number assigned to it. This will help officials better understand what it is about.

Recalling essential information

Always express things kindly and respectfully in your administrative letter. Do not use harsh or threatening words. Clearly explain what you want from the administration, whether it is additional information, faster processing, or documents. Being friendly increases the chances of a quick and effective response.

Formulating your request politely

When writing to the prefecture, follow administrative standards. Organize your message clearly and briefly, ensuring that your letter meets expectations. This shows that you take it seriously and are professional.

How to write a letter to the prefecture

Respecting administrative standards

To write well to the prefecture, clarity is essential. Use correct and precise language. It is important not to make mistakes, especially when customizing administrative letters.

Organize your letter into several parts. For example, an introduction, the main information, and a conclusion. This helps in being understood.

Paying attention to presentation

Choose nice paper for writing your letter. Ensure that the layout is pleasant. A nice presentation shows that you take things seriously.

A letter that makes a good impression may be read sooner. This increases your chances of getting a quick response.

Attaching supporting documents

When writing to the prefecture, it is important to attach copies of key documents. Such as your receipt of submission or your passport. These papers help the administration better manage your request.

Describing the attachments

In a separate paragraph, describe the documents you are sending. Specify whether it is a letter, an invoice, or a payslip. And indicate the origin and date of each document.

Sending the letter

If you want to send a letter to the prefecture, choose to send it by registered mail with acknowledgment of receipt. This is better for proving when you sent your letter. And you will be sure that the prefecture received it.

Registered letter with acknowledgment of receipt

Sending your letter by registered mail with acknowledgment of receipt ensures that it reaches the prefecture. This can be important later if you encounter problems. Especially if you have not received a response in time.

Keeping a copy of the letter

No matter how you send it, keep a copy of your letter and the acknowledgment of receipt. This can help you later in your procedures. These papers are important for your administrative process.

Example of a letter - Request for a residence permit

Dear Sir or Madam,

I am writing to request a residence permit "Private and Family Life". I submitted my application on [date].

I have lived in France for over 5 years. My child has been attending French school for 3 years and is starting their 4th year.

Here are the supporting documents I am providing:

• Copy of my passport
• Proof of residence (EDF bills, phone bills, etc.)
• Pay slips from the last 3 months
• School certificate for my child
• Certificate of participation in French courses
• Membership card and proof of volunteering with an association

I am ready to provide more information if needed. Thank you in advance for your consideration.

Example of a letter - Follow-up for a residence permit

When the prefecture is slow to respond to your request for a residence permit, you need to send a follow-up. This process serves to remind the prefecture of the importance of your file. The goal is to obtain a response quickly.

Here is a template for a letter as well as sample letter templates to follow up on your residence permit request to the prefecture:

Dear Sir or Madam,

Subject: Follow-up on my residence permit request - File reference: XX/XXXX/XX

I am writing to follow up on my request submitted on JJ/MM/YYYY. Since then, I have not received a response. Normally, you should process my request within X months.

I would like you to expedite the processing of my file. I remain at your disposal for any additional documents.

Awaiting your reply, I remain, Sir or Madam, yours sincerely.

Signature

Attachments:

• Copy of the receipt of submission of the request
• Copy of my identification documents
• Proof of my stay in France (pay slips, attestations, etc.)

Standard letter templates

The prefecture receives various official letters. Besides those for residence permits, there are other types.

Informative letter

You can send an informative letter for personal changes. For example, address or situation. You can also ask questions about an administrative procedure.

Use a simple tone and remain objective in this type of correspondence.

Letter of contestation

If you disagree with an administrative decision, write a letter to contest it. Clearly mention why you are contesting, relying on facts or the law.

Letter of justification

In some cases, you need to justify a delay or non-compliance with a deadline. The letter of justification serves to explain your situation. It shows that you are acting in good faith.

When writing to the prefecture, respect the codes of administrative letters. Mention all useful details to process your request.

Writing an email to the prefecture

In addition to postal mail, you can contact the prefecture by email. It is faster and more convenient for sending scanned copies. However, you need to be careful when writing a serious email.

Rules for a professional email

When writing to the prefecture, the subject must be clear. Use formal and simple language. Organize your message in an understandable way. Attach important documents. This shows that you are serious and helps agents manage your request more quickly.

Email examples

You can request information or an appointment by writing an email to the prefecture. Or, transmit administrative papers. In any case, be brief, polite, and provide all necessary information for your request to be processed well.

Follow-up after sending

After sending your letter to the prefecture, closely monitor what happens with your request. Sometimes they may take a while to respond. This delay is often between 2 weeks and 2 months. However, it can extend up to 4 months, sometimes more.

Many requests to the prefecture require a return by registered mail. This is the case for authorizations, appeals, and requests for residence permits or French nationality.

Following up in case of no response

If you have been waiting longer than the usual deadline, you may need to follow up. Prefectures must respond by registered mail for certain procedures. This ensures proper tracking with a number that allows tracing the mail.

When you follow up, be clear and brief in your letter. This could help speed things up.

Preparing an appeal if necessary

Receiving a registered response from the prefecture indicates that they have received your request. This is important for certain requests. If you are not satisfied with the response, an appeal may then be considered. You must follow the laws and procedures for that.

Procedures and deadlines by type of request

The time to process your request depends on the type of procedure. It also varies according to the task requested from the prefecture. Here are some important details to know:

Renewal of residence permit

If you are renewing your residence permit, it is better to do so a few months before expiration. This ensures that you do not remain without a permit. Make sure to prepare all necessary papers. This includes your passport and financial and housing proofs. Then, send them with your request.

First request

The first request may take longer to process. You need to be patient and hold on. To move forward more quickly, sometimes call the prefecture to check on your request's status. Always check what documents you need to provide. These documents change depending on your situation.

Change of situation

If you have changes in your life, such as a new job or a new address, notify the prefecture immediately. Write a letter to explain your changes, including the population of Bouaké if it is relevant to your situation. Include the necessary proofs. This way, the prefecture can adjust your residence permit accordingly.