How To Write An Appeal Letter (With Examples)

Receiving an unfavorable decision can significantly impact your career trajectory, making it essential to know how to write an effective appeal letter. An appeal letter is a formal request to reconsider a decision that you believe is unjust.

Whether you’ve been denied a promotion, laid off, or faced other setbacks, this guide will walk you through the process of crafting a compelling appeal letter, provide sample letters, and offer tips for success.

Key Takeaways:

• Clearly describe the situation, articulate why you believe it is unfair, and specify the outcome you seek.

• Gather supporting evidence before you start drafting your appeal letter.

• Maintain a professional tone throughout your letter, avoiding any emotional language that could undermine your case.

What is an appeal letter?

An appeal letter is a formal written request submitted by an individual seeking to have a decision reconsidered. Many decisions can be appealed, including:

• Unjust termination, layoff, or salary reduction

• Denial of a deserved promotion or raise

• Rejection of an application to a college or university

A well-crafted appeal letter can be a strategic tool to achieve a desired outcome when faced with unfair treatment or decisions.

How to write an appeal letter

To effectively compose an appeal letter, start by reviewing the relevant appeal policies of your organization or institution, identify the appropriate recipient, and outline your case. Here’s a step-by-step approach:

1. Review the appeal policy. Familiarize yourself with the specific appeal procedures and timelines outlined by your organization or institution, as this will streamline the process.

2. Identify the correct recipient. Determine the appropriate person or department to address your appeal. Consult with HR or admissions offices if necessary to clarify the preferred method of communication, whether it’s email or a formal letter.

3. Describe the situation. Present your perspective on the events leading to the decision. Clearly state why you believe the decision was unjust, while also acknowledging any mistakes on your part. Approach this section with a calm and rational tone to convey your strong character.

4. Articulate why it was unfair. Clearly outline the specific reasons you believe the decision was unjust. Keeping a concise list of these points handy can help maintain clarity in your writing.

5. State your desired outcome. After outlining the situation and your reasons for appeal, briefly explain what you would like to happen next. Maintain a respectful tone while being direct about your expectations.

6. Follow up. If you haven’t received a response within a week or so, consider sending a polite follow-up email or making a phone call to check on the status of your appeal.

Appeal letter format

An appeal letter should follow a professional business letter format. This format may vary slightly between email and traditional mail, but generally includes:

• Date

• Sender’s name, job title, and contact information

• Recipient’s name, job title, and contact information

• Salutation

• Clear and concise paragraphs

• Closing and signature

Appeal letter examples

Here are some sample appeal letters to guide you in drafting your own:

1. Appeal letter for university admission rejection

   Recipient Address:
   Mr. James Smith
   43 Oakwood St.
   Los Angeles, CA, 33840

   Return Address:
   Tim Jones
   12 Bennecourt Rd.
   Los Angeles, CA, 33899

   Mr. James Smith
   UCLA Admissions
   Head Board Member

   November 29, 2026

   Dear Mr. Smith,

   My name is Tim Jones, and I applied for the undergraduate program at the University of California, Los Angeles for the Fall semester of 2026. I was disappointed to learn that my application was rejected.

   Throughout high school, I maintained a 4.0 GPA, achieved a top 2% SAT score, and was recognized with the Los Angeles Community Award for my volunteer work. I have attached documentation of my achievements.

   Attending UCLA has been my goal for many years, and I kindly ask you to reconsider my application for the undergraduate general studies program.

   Thank you for your consideration. Please feel free to contact me at (464)-339-2846 or TimJones@gmail.com for any further information.

   Respectfully,
   Tim Jones (Signature)
   Tim Jones (Printed)

2. Email appeal for denied salary increase

   Subject Line: Appeal for Denied Salary Increase

   November 29, 2026

   Angela Benjamin
   Kaiser Paper Company
   Regional Sales Manager
   (574)-833-8579
   AngelaBenjamin@KaiserPaper.com

   Dear Mrs. Benjamin,

   I hope this message finds you well. I am writing to formally appeal the decision regarding my recent salary increase request.

   As discussed in our meeting, you mentioned that salary increases are reviewed periodically after performance evaluations. However, my employment contract does not specify a schedule for these reviews. I have been employed as a sales associate for nearly two years without a formal review.

   During my tenure, I have generated over $500,000 in sales and onboarded 57 new customers. I have attached supporting documentation for your review.

   I respectfully ask you to reconsider your decision regarding my salary increase within the next two weeks. Thank you for your attention to this matter.

   Sincerely,
   June Jennings
   Kaiser Paper Company
   Sales Associate
   (474)-338-5839
   JuneJennings@KaiserPaper.com

3. Appeal letter for layoff

   Subject Line: Appeal for Layoff Decision

   Dear Mr. Salvatore,

   I am writing to formally appeal my recent layoff from XYZ Company. I understand the difficult decisions faced by management, but I believe my contributions and commitment make me a valuable asset to the team.

   Throughout my eight years at XYZ Company, I have consistently demonstrated exceptional performance and dedication. I am open to exploring alternative solutions, including reduced hours or job-sharing arrangements, to help the company navigate its current challenges.

   I kindly request a meeting to discuss this matter further. Thank you for considering my appeal.

   Sincerely,
   Emily Gilbert

Tips for writing an appeal letter

Before you start writing, gather all relevant evidence and be prepared for follow-up questions. Here are some additional tips:

1. Gather evidence. Support your case with clear, factual evidence. Whether it’s academic records or sales figures, solid documentation strengthens your appeal.

2. Anticipate follow-up questions. Be ready for a dialogue. You may be asked about the circumstances surrounding your situation or any steps you’ve taken to address issues.

   • What do you believe caused the situation?

   • Do you think any of your skills require improvement for future opportunities?

   • What other resources have you explored regarding this issue?

3. Engage the reader. Write in a way that keeps the reader’s interest. A compelling narrative can foster empathy and prompt action.

4. Be direct. Clearly state your request without ambiguity. A straightforward approach is more likely to yield positive results.

5. Seek feedback. Have an impartial person review your letter to catch any emotional or grammatical issues that may detract from your message.

Appeal letter FAQ

1. How do I write an appeal letter for reconsideration?

   Begin by reviewing the official appeal policy and identifying the appropriate recipient. Your letter should present your case rationally and unemotionally, including relevant facts and your desired outcome.

2. Should I write an appeal letter?

   If you believe you have valid grounds for an appeal, and you’ve reviewed the relevant policy, it is worth submitting a letter. As long as your tone remains professional, the worst outcome is a rejection.

3. How do I write an appeal letter to human resources?

   Clearly outline your case and provide a timeline of events, along with any supporting documentation. Remember that HR’s role is to safeguard the organization’s interests, so frame your appeal accordingly.

4. How long should an appeal letter be?

   Limit your appeal letter to one page unless extensive documentation necessitates more detail. You can draft a longer version initially, then edit it down to the most critical points.

5. What’s the biggest mistake in an appeal letter?

   A common error is appealing to emotions rather than logic. Your aim should be to present a clear, factual case that any reasonable reader would support.

6. What are some reasons to write an appeal letter?

   Common reasons include being unfairly demoted, laid off, denied a raise, rejected from a university, or denied financial aid.

   • Denied a raise

   • Rejected from a university

   • Financial aid denial

References

1. New York State Government – Appeal a Written Denial (Sample Letter)

Author

Sky Ariella

Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.