Have you seen how the right letter can make all the difference when asking someone to judge your contest? Finding qualified judges who will give your event credibility and expertise requires a thoughtful approach. A well-crafted request letter shows respect for their time while clearly explaining what you need.
The following sample letters will help you craft the perfect request for any situation. Each one addresses different types of contests, judges, and relationships. Read on to discover how to make your judge request both professional and hard to refuse.
Sample Letters of Request to Judge a Contest
These fifteen sample letters showcase various approaches to requesting someone to serve as a judge for your contest. Each letter follows proper formatting guidelines while adapting to specific situations you might face.
1. Request to a Local Celebrity
Subject: Request to Judge Annual Town Talent Show
May 15, 2025
Ms. Sarah Johnson
Channel 8 News Anchor
123 Media Lane
Riverside, CA 92501
Dear Ms. Johnson,
The Riverside Community Center will host our 15th Annual Talent Show on June 20, 2025, and we would be deeply honored if you would serve as one of our judges for this cherished community event.
As our town’s most trusted news anchor for the past decade, your presence would add tremendous value to our contest. Your warm personality and connection with our community makes you an ideal judge for this family-friendly showcase of local talent.
The talent show runs from 6:00 PM to 9:00 PM, with judges needed from 5:30 PM for a brief orientation. Your responsibilities would include scoring contestants on a simple 1-10 scale based on creativity, skill, and audience engagement.
We understand your schedule is busy, so we offer a $200 honorarium and would be happy to arrange transportation if needed.
Please let us know by May 30 if you can join our judging panel. You can contact me directly at (951) 555-7890 or robert.chen@riversidecc.org with any questions.
Thank you for considering our request.
Sincerely,
Robert Chen
Event Coordinator
Riverside Community Center
robert.chen@riversidecc.org
(951) 555-7890
2. Request to an Industry Professional
Subject: Invitation to Judge Regional Photography Contest
April 10, 2025
Mr. David Martinez
Lead Photographer
National Geographic Magazine
1145 17th Street NW
Washington, DC 20036
Dear Mr. Martinez,
Your stunning wildlife photography has captured the attention of our organization, and we would be honored to have you serve as head judge for the 8th Annual Pacific Northwest Photography Contest taking place on July 15-16, 2025, at the Seattle Convention Center.
This year’s theme, “Wilderness Untamed,” aligns perfectly with your acclaimed work documenting endangered habitats. Your expertise would be invaluable in evaluating the technical skill and artistic vision of our contestants, who range from talented amateurs to emerging professionals.
As head judge, you would lead a panel of three judges to review approximately 200 finalist photographs across five categories. The judging process takes place on July 15 from 9:00 AM to 4:00 PM, with the awards ceremony on July 16 at 7:00 PM where you would present the grand prize.
We offer a $1,500 honorarium, two nights’ accommodation at the Grand Hyatt Seattle, and round-trip airfare from Washington, DC. We would also welcome a 30-minute presentation on your work during our opening reception if your schedule permits.
We hope you can join us for this prestigious event that helps raise funds for wildlife conservation programs throughout the Pacific Northwest.
Please respond by May 15 with your decision. For any questions, contact me at the information below.
Respectfully,
Emily Walker
Contest Director
Pacific Northwest Photography Association
emily.walker@pnwphoto.org
(206) 555-1234
3. Request to a Former Contest Winner
Subject: Invitation to Return as Judge for Student Debate Championship
February 5, 2025
Ms. Priya Patel
Associate Attorney
Morgan & Fisher Law Firm
555 Legal Avenue
Chicago, IL 60601
Dear Ms. Patel,
Congratulations on your recent legal victory in the Thompson case! As a past champion of our National Student Debate Tournament during your college years, we would be thrilled to welcome you back as a judge for this year’s competition on March 20-22, 2025, at Northwestern University.
Your journey from champion debater to successful attorney makes you an ideal role model for our current participants. Your understanding of both the competition and how these skills translate to professional success would provide valuable insight during the judging process.
The tournament runs for three days, with preliminary rounds on Friday and Saturday, and finals on Sunday. We ask judges to commit to at least one full day, though we would particularly value your expertise during the final rounds if your schedule allows.
All judges receive a modest stipend of $250 per day, meals during the event, and we can arrange local accommodation if needed. This year’s topic focuses on international trade policy, which we believe aligns well with some of your recent cases.
Many former champions find judging to be a rewarding way to give back to the debate community that helped shape their careers. We hope you’ll consider joining us.
Please let us know your availability by February 28. Feel free to contact me with any questions.
Warm regards,
Marcus Johnson
Tournament Director
National Collegiate Debate Association
mjohnson@collegiatedebate.org
(312) 555-9876
4. Request to an Academic Expert
Subject: Request to Judge High School Science Fair
January 15, 2025
Professor Elena Rodriguez, PhD
Department of Biochemistry
Stanford University
450 Serra Mall
Stanford, CA 94305
Dear Professor Rodriguez,
Your groundbreaking research on enzyme catalysis has been an inspiration to many young scientists in our district. The Bay Area Regional Science Fair Committee would be honored to have you serve as a judge for our 30th annual competition on February 25, 2025, at the San Jose Convention Center.
This year, we expect over 300 projects from students in grades 9-12, with a notable increase in biochemistry and molecular biology entries. Your expertise would be crucial in evaluating these projects and providing meaningful feedback to aspiring scientists.
Judging takes place from 9:00 AM to 3:00 PM, with a judges’ breakfast at 8:00 AM for orientation. Each judge typically reviews 10-15 projects and conducts brief interviews with students. The day concludes with a collaborative deliberation among judges to select winners.
While we cannot offer substantial compensation, we provide a $300 honorarium, transportation reimbursement, meals throughout the day, and a certificate of appreciation. More valuable than these tokens is the opportunity to influence the next generation of scientists.
Many of our past participants have gone on to successful STEM careers, often citing encouragement from judges as a key factor in their persistence.
Please confirm your participation by January 31 by replying to this email or calling the number below. We understand if your academic commitments prevent you from participating this year.
Thank you for considering our invitation.
Sincerely,
Dr. Michael Wong
Chair, Judging Committee
Bay Area Regional Science Fair
mwong@barsf.org
(408) 555-4321
5. Request to a Business Leader
Subject: Invitation to Judge Young Entrepreneurs Pitch Competition
March 8, 2025
Ms. Olivia Washington
CEO
Innovative Solutions, Inc.
789 Tech Parkway
Austin, TX 78701
Dear Ms. Washington,
Your success story of building Innovative Solutions from a startup to a market leader has made you a role model for aspiring entrepreneurs across Texas. We would be honored to have you join our judging panel for the Texas Youth Entrepreneurship Challenge on April 18, 2025, at the Austin Convention Center.
This annual competition brings together high school students from across the state to pitch their business ideas and compete for seed funding. Your insights on market viability and scalability would be particularly valuable as students present their concepts.
The judging commitment involves a single day from 10:00 AM to 4:00 PM, including lunch with the participants. Judges will evaluate 12 finalist teams based on innovation, market research, financial planning, and presentation quality.
While we know your time is extremely valuable, this opportunity allows you to directly impact the next generation of business leaders. Past judges often mention how refreshing it is to see the creativity and passion of young entrepreneurs.
In addition to our thanks, we offer recognition of your company as a supporter of youth entrepreneurship in all event materials and a feature in our annual report.
Could you please let us know by March 25 if you can join our distinguished panel? We’re happy to provide additional information or accommodate special requirements.
With appreciation,
James Taylor
Program Director
Texas Youth Entrepreneurship Foundation
jtaylor@tyef.org
(512) 555-8765
6. Request to a Community Leader
Subject: Request to Judge Community Garden Competition
May 5, 2025
Councilwoman Patricia Martinez
City Hall, Office #304
456 Government Plaza
Greenville, SC 29601
Dear Councilwoman Martinez,
Your passionate advocacy for green spaces and sustainable community development has transformed our city. The Greenville Garden Club would be honored to have you judge our Annual Community Garden Competition on June 12, 2025.
This grassroots event celebrates the efforts of neighborhood groups who have converted vacant lots into productive gardens that provide fresh produce and beautiful gathering spaces for residents. As the architect of the city’s Green Space Initiative, your perspective on both aesthetic appeal and community impact would be invaluable.
Judging involves visiting five finalist garden sites throughout Greenville, accompanied by our volunteer committee. Transportation will be provided, with the tour beginning at 9:00 AM and concluding around 2:00 PM, including a lunch break at our newest community cafe that uses locally grown produce.
We understand public servants must be mindful of conflicts of interest, so we offer no financial compensation. However, we will make a $500 donation to the city’s Tree Planting Fund in your honor should you accept.
Your participation would highlight the connection between civic leadership and community initiatives, encouraging more neighborhoods to develop their own gardens.
Please let us know if you can join us by May 20. We’re happy to work around your schedule if the proposed date presents conflicts.
With gratitude,
Eleanor Thompson
President
Greenville Garden Club
ethompson@greenvillegardens.org
(864) 555-2345
7. Request to a Social Media Influencer
Subject: Invitation to Judge Teen Content Creator Contest
July 10, 2025
Alex Rivera
@CreativeAlex
via email: alex.rivera@creativecontent.com
Dear Alex,
Your authentic content and connection with teen audiences has made you one of the most trusted voices on social media. The Youth Digital Media Center would be thrilled to have you judge our first annual Teen Content Creator Contest, which concludes with live judging on August 15, 2025, at our Chicago headquarters.
This nationwide contest has received over 1,000 submissions from creators aged 13-18 across categories including short-form video, digital art, podcasting, and photography. The finalists’ work centers on positive social change within their communities.
As a judge, you would review the 20 finalist entries prior to the event, then participate in the live judging panel. The time commitment includes a virtual orientation in early August and the in-person event from 1:00 PM to 6:00 PM on August 15, followed by an awards ceremony.
We offer a $2,000 honorarium, travel expenses, and accommodation at the Hotel Chicago. We would also welcome a short masterclass from you for the finalists if your schedule permits.
Your participation would mean so much to these young creators who have been inspired by your journey and content. Many have mentioned you specifically in their applications as someone they look up to in the digital space.
Could you let us know by July 25 if you can join our judging panel? We completely understand the demands on your schedule and appreciate your consideration.
Best regards,
Jordan Williams
Youth Programs Director
Digital Media Center
jwilliams@digitalmedia.org
(312) 555-6789
8. Request to an Artist for School Contest
Subject: Request to Judge Elementary School Art Contest
September 5, 2025
Ms. Grace Liu
Local Artist & Gallery Owner
Sunshine Gallery
234 Creative Avenue
Portland, OR 97205
Dear Ms. Liu,
Your colorful murals throughout Portland bring joy to residents and visitors alike. Oakwood Elementary School would be grateful if you would serve as a judge for our Annual Student Art Contest on October 10, 2025.
This beloved tradition gives our students in grades K-5 an opportunity to express themselves through art. This year’s theme is “My Community,” encouraging children to depict what makes Portland special to them.
Judging would take place from 3:30 PM to 5:30 PM in our school gymnasium, where approximately 150 pieces will be displayed. We group entries by grade level and ask judges to select winners based on creativity, effort, and theme interpretation rather than technical perfection.
While our budget is limited, we offer a $150 stipend and would be delighted to display information about your gallery and upcoming workshops for children. Our parent newsletter reaches over 400 families who value the arts.
Many of our students have admired your work during field trips to the city center, and your encouragement would mean the world to these budding artists.
Could you please let us know by September 20 if you can join us? We would be happy to schedule a brief call to answer any questions you might have.
Warmly,
Mr. Thomas Garcia
Art Teacher
Oakwood Elementary School
tgarcia@oakwoodschool.org
(503) 555-3456
9. Request to a Culinary Professional
Subject: Invitation to Judge High School Culinary Competition
October 12, 2025
Chef Anthony Mitchell
Executive Chef
The Seasoned Plate Restaurant
567 Gourmet Avenue
New Orleans, LA 70130
Dear Chef Mitchell,
Your dedication to Louisiana cuisine and support of culinary education has earned you respect throughout the state. The Louisiana High School Culinary Federation would be honored to have you as our head judge for the State Culinary Championships on November 15, 2025, at the New Orleans Culinary Institute.
This competition brings together talented culinary students from 20 high schools across Louisiana. Teams will prepare three-course meals showcasing local ingredients and techniques, with this year’s secret ingredient revealed the morning of the competition.
As head judge, you would lead a panel of five culinary professionals in evaluating dishes on taste, presentation, technique, and creativity. The time commitment is 8:00 AM to 5:00 PM, including a judges’ breakfast and deliberation period after the cooking portion concludes.
We offer a $500 honorarium, feature your restaurant in our program, and provide an opportunity for you to meet with aspiring chefs who may become future staff or colleagues. Past judges often mention how rewarding it is to see the passion and skill of these young culinary artists.
Your participation would especially benefit students from underserved communities who have fewer opportunities to connect with successful professionals in the field.
Please let us know by October 30 if you can join our judging panel. We understand the demands of restaurant life and appreciate your consideration.
With respect,
Monique Jackson
Competition Director
Louisiana High School Culinary Federation
mjackson@lhscf.org
(504) 555-9012
10. Request to a Writing Professional
Subject: Request to Judge Fiction Writing Contest
August 8, 2025
Mr. Daniel Thompson
Author & Creative Writing Professor
University of Iowa Writers’ Workshop
507 North Clinton Street
Iowa City, IA 52242
Dear Professor Thompson,
Your award-winning short stories and dedication to nurturing new literary voices have inspired countless writers. The Midwest Literary Society would be grateful to have you serve as the final judge for our Annual Short Story Contest, with finalist selection occurring between September 15-30, 2025.
This year’s contest has attracted over 500 submissions from writers across the Midwest, with the theme “Hidden Connections” guiding their work. Our first-round judges will select 10 finalists, and we ask you to read these stories and select the top three winners.
The time commitment involves reading approximately 100 pages of fiction and providing brief comments on your selections. We do not require travel, as all judging can be done remotely, though we would love to have you attend our awards ceremony on October 15 if your schedule permits.
We offer an honorarium of $800, promotion of your latest book in our quarterly review, and the opportunity to connect with passionate writers who deeply respect your work.
Your thoughtful feedback would be extremely valuable to emerging writers who are working to hone their craft. Many past participants have cited judge comments as turning points in their writing journeys.
Could you please let us know by August 25 if you can serve as our final judge? We’re happy to adjust timelines if needed to accommodate your academic schedule.
With admiration,
Sophia Williams
Contest Coordinator
Midwest Literary Society
swilliams@midwestlit.org
(319) 555-7654
11. Request to a Sports Professional
Subject: Invitation to Judge Youth Sports Tournament
June 15, 2025
Mr. Carlos Ramirez
Former Olympic Gymnast
Director, Elite Gymnastics Academy
789 Olympic Boulevard
Denver, CO 80202
Dear Mr. Ramirez,
Your gold medal performance and subsequent dedication to youth gymnastics development have made you a hero to many young athletes. The Rocky Mountain Youth Gymnastics Association would be honored to have you as head judge for our Regional Championships on July 25-26, 2025, at the Denver Sports Complex.
This competition brings together over 200 gymnasts ages 8-18 from Colorado, Wyoming, and Utah. As someone who began your own journey at a similar regional competition, your presence would add tremendous significance to this event.
We ask that you oversee the judging panel for the boys’ all-around competition, which takes place on Saturday from 9:00 AM to 4:00 PM. A judges’ meeting and calibration session will be held Friday evening from 6:00 PM to 8:00 PM, including dinner.
We offer a $1,200 honorarium, two nights’ accommodation at the nearby Hilton, and travel expenses. We would also welcome a short demonstration or talk from you during the awards ceremony if you feel comfortable doing so.
Your technical expertise would help maintain the integrity of scoring, while your journey from regional competitor to Olympic champion would inspire participants to pursue their dreams regardless of results.
Please let us know by July 1 if you can join us. We understand if your coaching responsibilities might create scheduling conflicts.
With appreciation,
Lisa Chen
Tournament Director
Rocky Mountain Youth Gymnastics Association
lchen@rmyga.org
(720) 555-8901
12. Request to a Technology Expert
Subject: Request to Judge Student Robotics Challenge
November 10, 2025
Dr. Nathan Jackson
Chief Technology Officer
Future Robotics, Inc.
12345 Innovation Way
Boston, MA 02115
Dear Dr. Jackson,
Your pioneering work in robotics and artificial intelligence has helped shape the field. The Massachusetts STEM Education Foundation would be grateful for your expertise as a judge for our High School Robotics Challenge on December 6, 2025, at MIT’s Johnson Athletic Center.
This annual competition brings together 40 student teams who have spent months designing and building robots to complete specific challenges. This year’s theme focuses on automation solutions for environmental cleanup, aligning with your company’s recent sustainability initiatives.
Judging takes place from 10:00 AM to 4:00 PM and involves evaluating both technical execution and innovation. Judges rotate between stations to assess robot performance, engineering notebooks, and student presentations about their design process.
We offer a $500 honorarium and would gladly highlight Future Robotics as a supporter of STEM education in all our materials. More valuable than compensation is the opportunity to identify talented students who might become future innovators at companies like yours.
Many past participants have gone on to pursue degrees in robotics and engineering, often citing interactions with industry professionals as key motivators in their career choices.
Could you please let us know by November 25 if you can join our judging panel? We welcome any questions you might have about the competition format or judging criteria.
Respectfully,
Dr. Samantha Lee
Program Director
Massachusetts STEM Education Foundation
slee@massstem.org
(617) 555-2345
13. Request to a Fashion Industry Professional
Subject: Invitation to Judge Student Fashion Show
February 20, 2025
Ms. Victoria Chen
Fashion Designer & Founder
Modern Elegance Design House
888 Fashion Avenue
New York, NY 10018
Dear Ms. Chen,
Your sustainable approach to luxury fashion has redefined industry standards. The Fashion Institute of Design would be honored to have you serve as a judge for our Annual Student Showcase on March 28, 2025, at our Manhattan campus.
This capstone event features collections from 25 graduating seniors who have spent their final year developing unique pieces that reflect their creative vision. This year’s theme, “Fashion with Purpose,” aligns perfectly with your brand’s mission of ethical production and thoughtful design.
The judging commitment includes a preview of collections from 2:00 PM to 4:00 PM, followed by the runway show from 7:00 PM to 9:00 PM. Judges evaluate based on creativity, technical execution, commercial viability, and alignment with the stated theme.
We offer a $1,000 honorarium and would be delighted to feature your brand during the event. The real value, however, is connecting with talented designers at the beginning of their careers who share your commitment to responsible fashion.
Your feedback would be invaluable to students preparing to enter the industry, and your perspective on sustainable practices would reinforce the values we strive to instill in our graduates.
Please let us know by March 5 if you can join our distinguished judging panel. We understand the demands of the fashion calendar and appreciate your consideration.
With admiration,
Jonathan Kim
Department Chair
Fashion Institute of Design
jkim@fashioninstitute.edu
(212) 555-6789
14. Request to a Public Speaker
Subject: Request to Judge Public Speaking Competition
April 2, 2025
Mr. Terrence Williams
Professional Speaker & Communications Coach
Powerful Presentations, LLC
4567 Oratory Lane
Atlanta, GA 30303
Dear Mr. Williams,
Your TED Talk on effective communication has over five million views and continues to inspire speakers worldwide. The Southern States Speech League would be honored to have you judge our High School Public Speaking Finals on May 8, 2025, at Emory University.
This competition brings together 30 finalists from across eight southern states who have advanced through regional qualifiers. Students deliver 8-minute persuasive speeches on topics of social significance, demonstrating research, rhetorical skill, and delivery techniques.
As a judge, you would evaluate presentations from 9:00 AM to 3:00 PM, with a lunch break midday. Judges score participants on content, organization, delivery, language, and effectiveness, providing brief written feedback for each speaker.
We offer a $600 honorarium, travel expenses from within the region, and the opportunity to promote your coaching services to a highly engaged audience of educators and parents. We would also welcome a short workshop from you for the finalists if your schedule permits.
Your expertise would help identify truly exceptional young speakers, and your feedback could shape their development at a formative stage. Many participants pursue careers in law, politics, business, and education where communication skills prove essential.
Please let us know by April 20 if you can join our judging panel. We’re happy to provide additional information about the judging rubric or competition format.
With gratitude,
Dr. Angela Johnson
Competition Director
Southern States Speech League
ajohnson@ssspeech.org
(404) 555-1234
15. Request to a Musical Professional
Subject: Invitation to Judge Youth Music Festival
March 15, 2025
Ms. Diana Washington
Concert Pianist & Music Director
Symphony Orchestra
123 Harmony Hall
Philadelphia, PA 19102
Dear Ms. Washington,
Your masterful interpretations of classical works and commitment to music education have touched countless lives. The Pennsylvania Youth Music Foundation would be honored to have you judge our Annual Young Musicians Competition on April 26, 2025, at the Philadelphia Conservatory of Music.
This competition showcases talented musicians aged 12-18 across categories including piano, strings, woodwinds, brass, and voice. Finalists have been selected through preliminary rounds and will perform challenging repertoire appropriate to their age and instrument.
Judging takes place from 10:00 AM to 6:00 PM, with breaks between categories. We ask judges to evaluate technical proficiency, musicality, interpretation, stage presence, and overall artistic impression, providing constructive written feedback for each performer.
We offer a $750 honorarium, travel expenses within the state, and accommodation if needed. Beyond compensation, the opportunity to guide promising young musicians at a pivotal point in their development can be deeply rewarding.
Your thoughtful critique would be treasured by these dedicated young artists, many of whom hope to pursue music professionally. Your encouragement could help sustain their passion through the challenges that lie ahead.
Could you please let us know by April 5 if you can join our judging panel? We understand the demands of your performance schedule and appreciate your consideration.
With respect,
Dr. Robert Miller
Artistic Director
Pennsylvania Youth Music Foundation
rmiller@pamusic.org
(215) 555-8765
Wrapping Up
These sample letters provide a solid foundation for approaching potential judges. Each situation calls for a slightly different approach, but all effective request letters share key elements. They acknowledge the recipient’s expertise, clearly outline expectations, explain the value they bring to your contest, and make the time commitment transparent.
Adapt these templates to fit your specific context, and always personalize your requests. A thoughtful, well-crafted letter shows respect for the potential judge and increases your chances of receiving a positive response. With these examples as your guide, you can confidently reach out to ideal judges who will elevate your contest and provide valuable insights to participants.