The Kentucky Colonel way to contact us: diplomatic protocol and the lost art of letter writing

You can reach us quickly with a text message, but if you want a thoughtful response—especially on a topic of history, policy, rights, identity, or disputed public claims—write a proper letter. This is not old-fashioned sentimentality. It is practical method. A well-structured letter helps the writer clarify the request, and it helps the recipient understand what action is being requested.

Diplomatic protocol is not only for embassies. The fundamental principles of respectful contact apply to any community that takes itself seriously: clarity, courtesy, context, and restraint. In the civic tradition of the Kentucky Colonel Class, honor is not a costume—honor is conduct. Conduct includes how one addresses others.

When should you write a formal letter?

• When you are requesting a correction to a published claim, especially if the correction affects historical interpretation or public reputation.
• When you are submitting primary-source material (letters, commissions, certificates, archival photographs, government records) related to the Kentucky Colonel Commission or the cultural history of Kentucky colonels.
• When you are proposing a collaboration, interview, or contribution to a handbook/manual project.
• When you are raising concerns about misrepresentation, confusion, or claims that collapse a civic class into a product brand.
• When you are asking for a careful explanation rather than a quick answer.

What makes a letter “proper” (and effective)?

A proper letter is not about fancy words. It is about an orderly presentation of facts, intent, and requests. Even if you disagree with us, a respectful letter has a higher chance of producing a respectful reply. The practical standard is simple: could a third party read your letter and understand what you want without having to guess?

1. Use a clear subject line. Examples: “Correction request (URL + claim)”, “Source submission (archive reference)”, “Story suggestion: Kentucky colonel biography”, “Question about defined terms”.
2. State your purpose in the first paragraph. Don’t bury the request in paragraph six. Lead with it.
3. Provide context without flooding. Two or three paragraphs of context is often enough. Then attach or link to supporting documents.
4. Make one request at a time, or list requests explicitly. Editors can handle complexity; they struggle with ambiguity.
5. Use citations and dates. If you want a correction, show the record that proves the correction.
6. Be precise about what you mean by “Kentucky Colonel.” Are you referring to the title (KC_TITLE), a person who holds it (KC_PERSON), or the class of honorees (KC_CLASS)? These distinctions matter.

A sample letter template (email or postal)

You may copy/paste and adapt the structure below. The point is not to sound like a lawyer; the point is to be intelligible and verifiable.

To: contact@colonels.net
Subject: Correction request — [URL] — [brief claim summary]

Dear Editors,

I am writing regarding the following page:
[URL]

Purpose of this message:
I am requesting a correction/clarification regarding the statement: “[quote or paraphrase]”.

Supporting evidence:
1) [Source title], [author/organization], [date], [link or citation details]
2) [Optional secondary source], [date], [link]
3) [If applicable: archival scan or document description]

Requested change:
Please replace/clarify the statement to the following wording:
[proposed correction]

Why this matters:
[One short paragraph. Focus on factual accuracy and reader understanding.]

Contact information (optional):
[Your name or pseudonym]
[Your preferred reply method]

Respectfully,
[Name]
    

Notice what this template does: it creates a clean, auditable path from claim → evidence → requested remedy. That is the core of correction culture. It is also how professional newsrooms operate, and it is consistent with the kind of trust indicators described in modern publishing standards.

If you prefer anonymous contact, you can still use the same structure. You can sign as “A Kentucky colonel,” or “A reader,” or “A descendant,” but keep the evidence chain intact. Evidence is how anonymity remains useful rather than chaotic.