writing letters through stephen's Table
Your first letter is usually the hardest. Then comes the wait. Did you say something wrong? Will they understand what you meant? Will they need more than you can give? Will you have anything in common to write about? Will they even write back?
Then the reply comes, and everything is easy. But sometimes there’s no reply. So, you start wondering again. What went wrong?
There are many reasons that people don’t write back from prison. It’s possible that they just don’t want to. But it’s more likely that something got in the way. Perhaps their address or prison number wasn’t correct. Or maybe they were transferred to a different institution. Their mail might be temporarily restricted by the institution. Or the mailroom could have made a processing error. If they count on help reading their mail, it’s possible that person is no longer around for them.
Because not everyone writes back, we recommend that volunteers begin by writing more than one person.
Guidelines
Purpose
Duration
The duration of our commitment is different than the duration of your commitment. We commit to remaining in touch with people for the full period of their incarceration — whether that’s a couple of years or the rest of their life.
Your commitment is as long as you like.
We ask that you start with a minimum of 12 months, then recommit in 12-months increments, thereafter. When your circumstances, someone else will step in and pick up where you left off.
First Letter
Your first letter doesn’t need to be difficult. The main thing is to get it in the mail. And we’re here to help with that!
If you’re written one before, go ahead and use it again, if you like. Because this is most a letter introducing yourself, there’s a good chance you would be repeating yourself anyway.
If you haven’t yet written a first letter, we’ve posted a sample first letter for your convenience. You can use that as a model, if it’s helpful. Or begin from scratch if it’s not.
AI
As an alternative to writing your first letter from scratch, feel free to generate it with AI using the following prompts:
- Write a 1-page letter to [Name] who is in prison, letting them know that you received their name from Chattanooga Endeavors, and you’d like to continue to write them in prison if they’re open to that.
- Ask AI to add some details to the first draft, like what brought you to Chattanooga, why you like it here, your favorite thing to do in or around the city, or some groups that you belong to.
When you’re satisfied with the draft, paste it to an email, add your finishing touches, and send it to with the person’s TDOC number in the subject line. We’ll take care of the rest.
Note: We don’t recommend using AI for subsequent letters — especially if you’re not familiar with the technology. However, it can help to get started and can make the writing process go much faster.
Last Letter
When the time comes to write your last letter, you’ll know what you want to say. The main thing is to keep your eye on their approaching “out date” so you’ll know when to say it. You can look up that information. However, the person you are writing will have a pretty good idea about when they’ll be released.
If you look up the information, keep in mind:
- A parole hearing does not mean that they are going to be released. The parole board makes that determination after the hearing — and most people are declined.
- A release eligibility date (RED) is just a time calculation. They still need to be granted parole to be released before their sentence completes.
When you know definitely that the person you’re writing will be released and it is within 6 months of that date, make sure to get in touch with us. There are some things that we’ll want to do with them to help them reengage with the community. And there are some things that you can do to help wrap-up your correspondence.
Letter Content
Prisoners are typically lonely and homesick. Just consider what you might want to read about if the roles were reversed. Avoid the life lessons and talk about ordinary happenings instead. Consider writing over several days to create a journaling effect. Try enclosing newspaper clippings with your comments on them. Drop off a post card on the same day of the month. Ask simple questions — like, what are your days like? Most of all – listen and follow his or her lead.
Some things you might think about enclosing:
- A magazine or newspaper clipping of interest
- Word puzzles, cartoons, or games.
- Motivational or devotional material
- Prison related newsletter pdfs
- Official enclosures provided by Stephen’s Table
Note: Before enclosing anything with your letter, make sure to know the prison regulations so that you don’t accidentally include contraband. For example, paperclips, staples, and spiral bound material is not allowed. If you have a question, please ask.
Supplemental Mail
You can increase the mail received in prison without adding to your time commitment by subscribing the person you’re writing to receive material from a third party. Check out the Chattanooga Endeavors website for a list of free resources that can be requested on his or her behalf. Consider adding him or her to mailing lists for newsletters from organizations he or she is interested in or has been a member of in the past. And if the cost is not prohibitive, consider purchasing a local newspaper or magazine subscription.
Standard Enclosures
We have developed a series of simple documents about topics that are common to the prison experience and invite you to send these to the person you’re writing as the opportunity arises. From time to time, we produce enclosures about Stephen’s Table or items of general interest, which we encourage you to print and enclosed with one of your letters.
Other Resources
There are a lot of online resources for people in prison. However, many of them are not very good. We have compiled a list for you and encourage you to review them as you get to know the person you are writing and have a better idea of what they might find of interest. Please pass along any feedback you have about resource you use from this list. And let us know if you run across anything else that could be added to it. We are constantly looking for information, materials, and resources that can improve the incarceration experience.
Confidentiality
You are responsible for keeping all personal information, including the content of your letters written and received, in a password protected folder on your personal computer or in a locked cabinet under your authority.
Everyone in Tennessee is a mandated reporter under state law. Any person with reasonable cause to believe a child is being abused or neglected must, under the law, immediately report to the Tennessee Department of Children’s Services or to local law enforcement. If you believe there is reasonable cause that child is being abused or neglected, please consult with Chattanooga Endeavors to determine the proper course of action.
If you are a mandated reporter beyond the general responsibility of Tennessee citizens, please let the Champion of your Yellow Ribbon Committee know and explain the limits of confidentiality for your profession to the person you are writing.
Mailing Procedures
Just email the contents of your letter and any attachments to . Include the person’s name and their prison number in the subject line. We’ll take care of the rest.
Letters are sent with a business reply envelope, so they don’t incur any postage costs (which some can’t afford). Replies are delivered to our PO Box and scanned for you (so you never expose your address).
Postcards, greeting cards, and enclosures that are more than a few pages should be mailed by you directly. However, make sure that what you’re sending is acceptable by TDOC policy, and always use our PO Box instead of your home as the return mailing address (below).
Complete Name, Prison Number
Institution
Mailing Address
City, ST, Zip
Tennessee prison numbers can be looked up on TN FOIL.
Tennessee prison addresses can be found on the TDOC website.
For other jurisdictions, go to our page for locating prisoners
Signature
Because you are writing on behalf of Stephen’s Table, we ask that you sign your letters with this in mind. Use only your first name to protect your identity and include the phrase “on behalf of Stephen’s Table.”
Return Address
All letters are sent with the Chattanooga Endeavors return address. Other addresses are not allowed.
Stephen’s Table
c/o Chattanooga Endeavors
P.O. Box 3351
Chattanooga, TN 37404-0351
Return Envelope
The cost of postage can create a barrier for prisoners to write back. To eliminate this barrier, we enclose a business reply envelope with every letter we mail. If you are mailing to the institution directly, please enclose a reply envelope like this:
You can purchase stamped envelopes from most Post Offices or order them online at USPS.gov. You can also use a postage meter or an online service like stamps.com that prints postage directly to an envelope. Do not enclose individual postage stamps as many prisons consider this to be contraband — even if they are affixed to envelopes.
Prison Slang
The person you are writing is likely to use words and phrases that are unfamiliar to you. An extensive prison slang glossary is available on Chattanooga Endeavor’s website. Understanding the way prisoners talk can help to understand the sort of world they live in. Therefore, we encourage you to look through the entries and to consult it as needed. However, please refrain from using words and phrases in your letters that you are not already part of your everyday use.
Caveats
(Adapted from Tennessee Prison Outreach Ministry)
Steer clear of discussing the particulars of your Writing Partner’s case. We will provide this information to your Yellow Ribbon Committee.
Please do not contact families, lawyers, judges, or make phone calls for your Writing Partner. If you are asked to make any calls inform your YRC Champion.
It is appropriate to communicate with your Writing Partner over the trials of incarceration, but please do not either criticize or defend the prison staff or the criminal justice system. Our goal is to help improve the prison experience and not take sides on the method of correction in Tennessee.
Keep in mind that some prisoners may exaggerate and distort facts. Try not to be shocked, scared, or intimidated by what you might be told about prison. However, if you believe that your Writing Partner is being abused or that his or her rights are being violated, please contact the Stephen’s Table Program Manager.
You must build the relationship. Your Writing Partner may not have a lot of practice relating to others; in fact, you may be the only “free world” contact he or she has. Expect your initiative to be met with some natural skepticism and distrust at first and be patient while your relationship builds.
If you’re not a psychiatrist, psychologist, lawyer, or minister don’t offer this sort of advice. Try to relate to your Writing Partner honestly and simply. This will make it easier for them to do so as well.
Don’t prejudge!
You don’t need to have the answers to all of your Writing Partner’s problems. It is better to explore conflicting feelings, support positive decisions, and try to understand the opinions, emotions and desires surrounding the problem.
Be respectful of differences in religious convictions.
Try to maintain consistency in contacting your Writing Partner.
Do not make promises you can’t keep.
If your Writing Partner expresses thoughts of harming themselves or someone else, call the chaplain immediately. Be careful not to jump to conclusions. Well-intending interventions can cause unintended consequences. If you are in doubt, please contact the Chaplain of the institution where your inmate is located; if you receive no answer then contact the Stephen’s Table Program Manager.
Don’t be surprised if your Writing Partner moves without warning. Mail is seldom forwarded to prisoners once they move. Hopefully they will have had time to alert you to the new address; however, you may have to use the offender locator service at https://apps.tn.gov/foil/Enclosures
Don’t be surprised if the prison rejects your letter or package. If this happens, read the reason why on the envelope, and try to remedy the situation.
If you have any doubts about anything ask.
Office Hours
We have open office hours online every week. You may join us on Teams any Tuesday at noon to talk about anything you like — or just to dop in to say hi!
Click here to join the meeting
Meeting ID: 256 475 755 049
Passcode: yiVa3o
Or call in
+1 423-417-1489
ID: 399 753 630#
Mailing List
As a Stephen’s Table volunteer, you will be added to email and text distribution lists to receive information and notifications. You may opt out of receiving text notifications — but not email, which we use from time to time to send important information.
