If you have letterhead, you may want to use it for a more professional touch.
You may be able to find this information online or you may have to call somebody in the office. Typically it’s better for you if you can get the information in writing, so you can make sure you’re including everything.
“Dear Dr. Drew” is an appropriate salutation. Include the individual’s title if it is important or relevant to your appeal. For example, if you’re writing to the Dean to request an appeal from a suspension, “Dear Dean Drew” would be appropriate.
You may want to include preferred contact information under your name, such as your phone number or email address.
For example, if you are a student appealing an academic suspension, your first sentence might read: “My name is Katie Parker. I am a junior here at State Tech who has been on the Dean’s list three out of my most recent five semesters. " If you are writing the appeal letter on behalf of someone else, include information about them as well in the first sentence or two.
Use the opening paragraph to briefly describe the decision that you want to appeal and the incident that led up to it. Close your opening paragraph with a sentence that tells the reader exactly what you want to happen. To continue the previous example, the rest of Katie’s opening paragraph might read: “Last semester I was placed on academic suspension, despite the fact that my overall GPA was a B. Since this violates school policy, the suspension should be removed from my record. "
Make a note of facts you list that you can back up with documentation. The more evidence you have to support your case, the more likely your appeal will be granted. Keep emotion and appeals to sympathy. Avoid passive voice, which can make it look like you’re trying to evade responsibility for your actions.
If you made mistakes or violated rules yourself, acknowledge them. Describe the surrounding circumstances if they’re relevant, but don’t make excuses. Own up to your actions. If relevant, describe how you’ve grown or changed as a result of the entire incident. Particularly in an academic setting, you can prove yourself worthy of a second chance if you demonstrate sincere personal growth.
For example, you may have the opportunity to file a lawsuit if your appeal isn’t resolved to your satisfaction. But unless you’ve already talked to a lawyer and plan to file a lawsuit, leave a threat of legal action out of your appeal letter.
Go through your letter with a highlighter and highlight all facts – dates, places, names. Then ask yourself if you have any proof of that fact. If you do, include it. You’ll also want to include identification documentation, as well as anything that connects you to the recipient, such as a membership card or a student ID. Make copies of these rather than sending your originals.
Go back and check the date on the letter, especially if you’ve been drafting it over the course of several days. That date doesn’t necessarily have to be the date you mail it, but it should reflect the date you signed the letter. You also want to check your notations for attachments and make sure everything you’ve included is listed.
You may want to make a separate folder just for this incident. Keep all documents and information related to your appeal until the matter is concluded.
For example, suppose you get a notice saying your appeal wasn’t received within 20 days of the decision. If you have a certified mail receipt that shows the letter was received 10 days after the decision, you can have your appeal heard.
Following up doesn’t mean being a pest. Call once and find out if they’ve received the letter. Ask what their timeline is or when you should expect to hear back, and plan accordingly. If they request more information or other documentation, submit what they need as quickly as possible.
