Without argument, any well-written content on writing an appeal letter should objectively begin with a step-by-step procedure on how best to write an appeal letter. This idea alone has formed the basis for which this content is projected.
For the records, an appeal letter represents a written response to a decision that grants expression to both your feelings and your desire for a different outcome. It is equally regarded as any carefully written letter that projects your take on a particular matter.
If things ever come to the point where you would have to register your impression or clearly assert yourself over a particular development, the rendition is best sent out in a well-crafted appeal letter.
Table of contents
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What to Note About Writing an Appeal Letter?
One of the most important things to note about how to write an appeal letter is that it is an uncommon yet usual means of sharing your side of the situation. Hence, you must observe the following;
- State the situation clearly
- Justify the reason you think it was wrong
- Make sure your letter captures what you would love to be the outcome.
What is the Goal of Writing an Appeal Letter?
The number one goal of writing an appeal letter or the central reason why people use this type of letter writing is to influence a decision or to completely have a matter reconsidered.
Why this is the commonest reason why people study the procedures on how to write an appeal letter, it is important to add here that when the letter of appeal in view is not courteously written and properly stated, the purpose will be defeated.
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What to include When Writing an Appeal Letter
There are some of the vital details you should capture when writing an appeal letter. Interestingly, the best advice on how to go about this is through careful editing and review. Kindly scroll down to go through some of the things that must be captured;
- Official/professional contact information
- A concise summary of the situation you’re appealing
- A proper explanation stating how and why you feel the decision was wrongfully made
- A humble request for the preferred solution in view.
- Appreciation for considering your appeal.
- Relevant documents should be attached if need be.
What not to Include When Writing an Appeal Letter
For the sake of emphasis, proofreading your letter and ensuring that you do not send out the wrong message is as important as the letter itself.
There are rules or principles that must be met when writing an appeal letter, and it is important these things are factored into consideration. Here are a few things that must not be found or included in your letter;
- Grammatical errors
- Exaggeration
- Lies
- Emotional appeals
- Subjectivity
- Personal attacks
- Misleading information
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Advice on How to Draft a Letter of Continued Interest
Here are some salient points you can use when writing an appeal letter
Use polite language
To show professionalism, keep your language as concise and positive as you when writing an appeal letter. Try to avoid any form of ambiguity.
Examine your appeal letter
You may need to reconsider reviewing any personal opinions that are captured in the letter. The reason is when you do not do so, the facts may be tampered with and you will be misunderstood more.
Step by Step Guides on How to Write an Appeal Letter
The concept of writing an appeal letter is not rocket science only that people are either too tensed up or they lack the emotional stability regarding how to carefully write an appeal letter.
It is on this reckoning that the Kiiky Research Team has mapped out a few step-by-step guides on how best to write an appeal letter.
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1. The Appeal Process
Reviewing the appeal process should be factored in before writing an appeal letter because some companies and even universities have a laid down pattern for this.
Although this may be tasking, it is always worth its while since the result is always about a favourable outcome.
Ultimately, due process must be observed and this involves going an extra mile, digging deep and taking up further courses of concern to fully understand how to register one’s impression through the idea of writing an appeal letter.
2. Mailing Address of the Recipient
The destination of the written letter is pivotal. It has to be determined through an email address or a mailing address.
Hence, it behoves the writer to be sure about where the letter is going, and to avoid the regret that comes from sending out the letter to the wrong people.
Here, the smartest thing to be done is to ask questions, probably, the HR or other people in authority.
3. Use Business Letter Format
There is no gainsaying the fact that an appeal letter is an official kind of letter. Therefore, it must be rendered using a standard business letter format, although the format is a bit different if you are sending through an email address.
4. State the Situation
This is the part of the letter that affords you the opportunity to clearly state the situation and the events that led to it. Here, you are equally expected to put it out in such a way that your aim of writing becomes the end goal.
However, you are to stand by the facts and never fine-tune the narrative. In this paragraph, the degree to which your case makes sense is directly proportional to the direct measure you support your strongest points with evidence.
Again, do not fail to admit any mistake you may have made. Whether it is intentional or otherwise, kindly take responsibility for it.
Verifiable research has it that admitting your faults has the capacity to take away the grievances the recipient may have had about what has transpired.
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5. Make a Case and Justify Your Reasons
The tone with which you send out this message may determine the outcome. It is already common knowledge that man is an emotional being (apologies to the seminal writer, Valentine Uchechukwu Ndukwu), but you must not allow them to becloud your sense of reasoning.
Avoid any form of imposition or unguided comments that reveal hate speeches. On the reverse side of the coin, assert yourself, and come clean.
6. State Your Desired Outcome
As much as you may want to carefully outline the outcome you desire to have, you must endeavour to keep this section of your appeal letter brief and straight to the point.
Note that this may not completely go the way you wish but it may be used to add a clause to a contract.
7. Proper Editing
It will be wise to carefully edit the appeal letter before sending it out. Whoever tells you that proofreading the letter is not as important as the desired result you may wish to have in all of this, may not have your best interest at heart.
8. Follow-up When There’s No Response
It is only customary to follow up if after writing and sending out an appeal letter, there is no feedback in weeks. You may wish to follow up by either mailing again or reaching out through a phone call. If the latter is the case, it may not require any kind of formality.
Nevertheless, you must endeavour to make it professional and direct, with a confident tone.
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Format on How to Write an Appeal Letter
Your Contact Information
- Your Name
- Your Address
- Your City, State Zip Code
- Your Phone Number
- Your Email Address
Date
Employer Contact Information
- Name
- Title
- Company
- Address
- City, State Zip Code
Salutation
Dear Mr./Ms. Last Name,
First Paragraph
You need to give a detailed introduction of yourself and then, proceed with clearly explaining for which you are writing an appeal letter. You will need to state succinctly the decision or situation for which you are appealing.
Paragraph 2
Outline your side of the story. If it is about how facts were given an oversight? Kindly, provide those facts and do not go about fine-tuning them. Indicate if there are attached any relevant documents for reference purposes unless otherwise.
Paragraph 3
You must capture the outcome you have purposed in your heart. Whatever thing it is, however you want it to be, endeavour to state it clearly, but must be rendered in the most professional pattern.
In the course of stating those concerns, you may wish to state when you need an answer and probably, put a deadline.
Final Paragraph
The conclusion has to come with a courteous “thank you”. It stands as some form of appreciation for the person’s time. You may wish to include contacts that are necessary for a proper follow-up.
Nevertheless, carefully state how you would follow up them up for feedback, especially when you intend to, and how you may want to go about it.
Complimentary Close
Respectfully yours,
Signature
If the appeal letter is in a hard copy format, a handwritten signature can go through but if otherwise, a typed signature is standard.
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Appeal letter template
When writing a letter to file an appeal, it is most appropriate to include contact information at the top of the letter. However, when the appeal letter is going out as an email, the information above the greeting can be omitted
Kindly use this template as a guide when writing an appeal letter
[Name] [Position, if necessary] [Address] [Phone number] [Email] [Date] [Recipient’s name] [Recipient’s title]Dear [Recipient’s name], [Recipient’s title, when you are sending an email without the above information],
The purpose for which I’m writing is to appeal [state the decision that has been made] on [state the date of action]. I got the information that [state the reason for action].
I’m appealing this decision because I feel that [reason for appealing]. [Using at least three sentences, state and make provision with supporting evidence for your appeal].
Based on the foregoing I’m asking that you reconsider this decision. Considering the reasons stated above, I believe that [preferred outcome] is a more favourable decision. Thank you for reviewing my appeal.
Sincerely,
[Your name]Here is another example of how to write an appeal letter;
FAQs
One of the most important things to note about how to write an appeal letter is that it is an uncommon yet usual means of sharing your side of the situation. Hence, you must observe the following;
State the situation clearly
Justify the reason you think it was wrong
Make sure your letter captures what you would love to be the outcome.
The number one goal of writing an appeal letter or the central reason why people use this type of letter writing is to influence a decision or to completely have a matter reconsidered.
Why this is the commonest reason why people study the procedures on how to write an appeal letter, it is important to add here that when the letter of appeal in view is not courteously written and properly stated, the purpose will be defeated.
For the sake of emphasis, proofreading your letter and ensuring that you do not send out the wrong message is as important as the letter itself.
There are rules or principles that must be met when writing an appeal letter, and it is important these things are factored into consideration. Here are a few things that must not be found or included in your letter;
Grammatical errors
Exaggeration
Lies
Emotional appeals
Subjectivity
Personal attacks
Misleading information
Final Thoughts
Whether or not you believe it, life is designed to make everybody in the corporate world go through one unplanned situation or the other, usually at one point in time or otherwise.
However, arming yourself with the requisite tool needed in navigating through the vigorous and rigorous nexus of writing a well-constructed appeal letter or at least step by step guide on how to write an appeal letter is of paramount importance.
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