You may think you deserve a second chance when you lose a job, benefits, or an educational opportunity.An appeal letter is one of the best ways to get a second chance.Keep your appeal letter brief and professional.Show that you've learned something from the experience by sticking to the facts.
Step 1: Use the traditional format for your business.
Traditional business format is the only option for a formal letter.Any word processing application can be used to find a business letter template.You might want to use it for something more professional.
Step 2: Check for any requirements.
If you're writing to request an appeal, they may need specific information.They may have a form you have to use.You don't have to make changes later when you find these out.You can find this information online or you can call the office.If you have the information in writing, you can make sure you include everything.
Step 3: Date your letter.
The date is usually at the top of the letter.The date you wrote the letter should be this.The day's date may be entered into your word processing application.
Step 4: The correct way to say it is with the proper salutation.
It is best to address your letter to a specific person.You should use a specific job title if you can't get a name.Address your letter "To Whom It May Concern" as a last resort.It is appropriate to say "dear Dr. Drew".If it is relevant to your appeal, include the individual's title."Dear Dean Drew" would be appropriate if you were writing to the Dean to request an appeal from a suspension.
Step 5: You can create a signature block.
You'll sign your letter by hand after you've finished typing it.To type your name below the space, leave at least four lines for your signature.You can include your phone number or email address under your name.
Step 6: Contribute to the preparation of attachments.
The statements you make in your appeal letter will likely be backed up by documents.Your recipient can confirm they got everything if you list the attachments on the letter.
Step 7: Introduce yourself.
To start your appeal letter, you need to tell the person reading it who you are and your relation to the situation at hand.Information that isn't relevant to the appeal should not be included.If you are a student appealing an academic suspension, your first sentence should be: "My name is KATIE PARKER."I am a junior at State Tech and have been on the Dean's list three times.If you are writing an appeal letter on behalf of someone else, include information about them in the first sentence or two.
Step 8: Discuss the purpose of the letter.
Your appeal is summarized in the opening paragraph of your letter.It's a good idea to outline your letter first, or to write your appeal and then come back to this summary.The decision that you want to appeal and the incident that led up to it should be described in the opening paragraph.A sentence that tells the reader what you want to happen is the best way to close your opening paragraph.Last semester I was placed on academic suspension, despite the fact that my overall grade point average was a B.The suspension should be removed from my record.
Step 9: Don't let the facts get in the way of sticking to them.
After your opening paragraph, start a new one and tell your reader what happened that led to the decision you want to appeal.Provide as much detail as you can.You can back up your facts with documentation by making a note of them.The more evidence you have, the more likely you will be granted an appeal.Emotions should be kept and appeals to sympathy.Passive voice can make it look like you're trying to dodge responsibility for your actions.
Step 10: Tell us your opinion.
Once you've told the story, you should start a new paragraph explaining how the decision you described was wrong.Copies of rules or policies will back up your interpretation of the situation.If you violated rules yourself, acknowledge them.Don't make excuses if the circumstances are relevant.Own up to your actions.Tell us how you've grown or changed as a result of the incident.If you demonstrate genuine personal growth, you can prove yourself worthy of a second chance.
Step 11: State what you want to happen.
Tell the reader your desired outcome in the last paragraph of your appeal letter.It should be as simple and straightforward as possible.Make no promises you don't intend to follow through on.If your appeal isn't resolved to your satisfaction, you may be able to file a lawsuit.If you plan to file a lawsuit, leave a threat of legal action out of your appeal letter.
Step 12: Documentation can be gathered.
If all the facts are documented, the appeal has a better chance of success.What kind of decision you're appealing will affect the type of documentation you need.Go through your letter and highlight all the facts.Do you have any proof of that?You should include it if you do.You'll want to include identification documentation, as well as anything that connects you to the recipient, such as a membership card or a student ID.Rather than sending your originals, make copies.
Step 13: Make sure you read your letter thoroughly.
Your appeal will not be taken seriously if your letter is full of errors.If you read your letter aloud, you can pick up on errors.If you've been drafting the letter for several days, you should check the date on it.It doesn't have to be the day you mail it, but it should reflect the date you signed the letter.You want to make sure that everything you've included is listed.
Step 14: Make copies of the whole package.
After you've signed your letter, make a copy of it with every attachment.You will want to keep these for your own records until the issue is solved.You might want to make a separate folder for this event.All documents related to your appeal should be kept.
Step 15: Send your letter.
If you mail your letter, you will have proof of receipt.You can use certified mail that requires a signature to send a receipt.Even if you never file a lawsuit, the date you received your appeal may be important.If you get a notice saying your appeal wasn't received within 20 days, that's a good example.You can have your appeal heard if you have a certified mail receipt that shows the letter was received 10 days after the decision.
Step 16: Follow up with your letter.
If you haven't heard from the person yet, mark a date on your calendar for when you'll be able to contact them.Since you're the one requesting a second chance, be an active participant in the process and show that it means something to you.It doesn't mean following up is a problem.If you call once, you can find out if they received the letter.Ask when you should expect to hear back and plan accordingly.If they request more information, submit it as soon as possible.