How you write an appeal letter would determine if the situation will change for your good, so it is important you do it the best way.
If you feel like you have been treated unfairly at school or at work, it can help to know how to write an appeal letter. At school, you may be appealing a decision made by a teacher or administrator. For example, if you believe that you have been unfairly placed on academic probation, you can write an appeal to the dean and ask him to reconsider the decision. If a decision has been made that affects your professional position, that is, a denial of a raise or an unexpected transfer, you can write an appeal to your superiors.
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An appeal letter should detail the facts of the case rather than act as an emotional plea. This is probably one of the most important elements to consider. You may be feeling very excited at the time, but you must remain objective and professional in your writing. Here are some strategies to help you write an effective appeal letter.
An appeal letter is something you write if you feel you have been treated unfairly in some way at your workplace and you want someone to reconsider a decision they made about you. There are several times when you may need to write an appeal letter.
You may think you have been wrongfully warned, demoted, fired, or fired. You may have been denied a raise when you think you deserve it. If this is the case, a well-written appeal letter can do wonders to correct the situation.
What to include
An appeal letter, in essence, has three main components.
- Explain the situation or event.
- Show why it is wrong or unfair.
- Describe the expected result.
It is important to be clear and to the point. Assume that the person you are addressing is very busy and needs to be captivated/moved by your words almost immediately.
You also want to maintain the utmost professionalism and courtesy. If you achieve clarity and maintain a high level of respect, you are well on your way to a moving appeal letter.
Format suggestions
Make sure to format your appeal letter as a business letter. Start with the name and address of the recipient. Follow that up with yours. Then talk to the person in charge of the matter (ie Dear Mr. Henshaw :).
Keep your paragraphs short and concise. You can follow the three main components above. That is, explain the situation, explain why it is unfair, and describe the new result.
Although an appeal has an emotional connotation, be sure to stick to the facts. If you can cite a suitable organization policy, now is the time. If you have supporting evidence or documentation, be sure to indicate it and attach it to your letter. Appealing to emotions does not guarantee success. However, a clear and concise description of those facts, along with supporting evidence, can move the needle.
What NOT to include
This has already been said, but it bears repeating, don’t include obvious emotional draws. Think like a lawyer. What are the facts? You should avoid any hint of anger or judgment. This is your chance to be persuasive, not pushy.
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Also, do not include exaggerations or falsehoods. If you did something wrong, acknowledge it and indicate what you have learned from your mistake. Then go back to the facts surrounding how you were wronged so that you can begin to conclude with the desired outcome.
How to write an appeal letter: Sample letter
Let’s take a look at a sample appeal letter that has been crafted with our three main components in mind:
Mr. Smith
Sales Manager
ABC Company
123 main street
Smalltown, MA, 12345
June 1, 2018
Jane murphy
456 Notmain Street
Bigtown, MA, 67890
212-555-8987
Dear Mr. Smith:
[Explain the situation] My name is Jane Murphy. I have been an employee of ABC Company for over 10 years. Recently, I was transferred, without notice, from the Customer Service Department to the Billing Department.
[Explain why it is wrong/unfair] This was a shock to me. My cubicle is full of awards and recognition for my ability to provide excellent customer service. Copies of those certificates are attached. Not only is this where I excel, it is where I am happiest. Without a doubt, that is one of the main reasons for my professional success.
[Explain why it is wrong/unfair] Moving me to the Billing Department is doing your company a disservice. My strength in the Customer Service Department makes your company shine and receive rave reviews from customers. I also enclose a copy of the wave of positive reviews your company has received as a result of my efforts. Finally, my billing experience is limited to customer refunds. I was never formally trained, nor do I wish to be.
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[Briefly describe what you hope the new result will be.] It is my sincere wish that you allow me to return to my role as a Customer Service Representative. If employee satisfaction concerns you, I know you will consider it. Likewise, a steady stream of favorable customer feedback is sure to present you with such determination.
Thank you for your attention in this matter. I await your prompt reply.
Respectfully yours,
(Signature, if hard copy)
Jane murphy
The process; How you write and handle an appeal letter
You should always follow up on an appeal letter. A good level is one week. If you haven’t received a response within five business days, be sure to send a second email or letter. Again, remember to keep your tone clear and concise, free from emotion.
If the matter is truly urgent, you may want to follow up sooner, possibly within three business days. Of course, nowhere in this process is there room for demands or harsh tones, so always take the time to make sure you’ve followed the proper protocol.
Before you send your letter, ask a friend or colleague to review it. This will ensure grammatical accuracy and objectivity. That objectivity may be what prevents you from sending a very emotional letter, which will not do you any good. With a clear mind, a concise summary of the facts, and a respectful call to action, know that you have made a solid effort to achieve your desired result.
The information in this article is not legal advice and is not a substitute for such advice. State and federal laws change frequently and the information in this article may not reflect the laws of your own state or the most recent changes to the law.
