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How To Write an Appeal Letter in 8 Steps (With
an Example)
An appeal letter allows you to question a decision your employer made
while also presenting your case for a more favorable outcome. A wellwritten appeal letter has the potential to change a decision made that
wasn't in your favor. If you want to challenge a decision in your
workplace, it might be helpful to learn more about writing an appeal
letter.
What is an appeal letter?
An appeal letter is a written response to a decision that expresses your
desire for a different outcome. In addition to stating why you're
questioning the decision, an appeal letter is an opportunity to share why
you believe it was incorrect and suggest a remedy you feel would be
fairer.
There are many situations in a workplace where you may need an appeal
letter. The most common reasons for writing an appeal letter include:
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You received a formal warning from a supervisor.
Your employer denied your request for a raise.
Your employer chose someone else for a promotion opportunity.
You received a demotion.
Your employer changed your work hours.
Your job altered your work responsibilities and duties.
Your employer let you go as part of layoffs.
Your employer fired you.
What to include in an appeal letter
When writing an appeal letter, there are important elements you should
consider. Before sending a letter, check to ensure that it includes:
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Your professional contact information
A summary of the situation you're appealing
An explanation of why you feel the decision was incorrect
A request for the preferred solution you'd like to see enacted
Gratitude for considering your appeal
Supporting documents attached, if relevant
How to write an appeal letter
If you believe your employer made an incorrect decision and are writing
an appeal letter to express your preferred result, here's how to do so
effectively:
1. Consult with your company's policy guide
If your company has a formal policy on appeal letters, you must follow
the policy in its entirety. Submitting an appeal letter that doesn't follow
the procedure outlined in the company guidelines may result in your
employer turning down your appeal or not reading it at all. If you aren't
sure about your company's policies, consider asking a coworker or
supervisor.
2. Address the recipient directly
When sending an appeal letter, it's important to address the letter to the
person with decision-making power on the issue you're appealing. Using
a generic address, such as "Dear Sir or Madam" or "To whom it may
concern," makes it more likely that your letter won't reach your
preferred recipient and may instead filter out or reach someone without
the power to overturn the previous ruling. Directly addressing a
supervisor makes it clear who your appeal is for, giving you the best
chance of success.
3. Write a formal letter
An appeal letter is a professional communication, so write the letter
using an appropriately professional tone. Even if you have a friendly and
informal relationship with the letter's recipient during normal business
operations, it's usually best to use a formal writing style. Company
policy may require the recipient to keep a copy of the letter on file, and
your intended recipient may not be the only person who reads it.
4. Stick to the facts when stating your case
When writing about why you feel the decision made was incorrect, try
not to rely on any personal feelings or emotions. Instead, focus only on
provable facts and measurable data. For example, if you feel that your
employer bypassed you for a promotion unfairly, an appeal letter may
not be the right place to say that it hurt you, but it might be appropriate
to note how your sales performance was the best on the team and shows
dedication to your job.
By highlighting the most relevant and impressive claims that justify
your request, you present the reader with all the most important reasons
why they should reconsider the prior ruling.
5. Express your gratitude
Making somebody feel appreciated can help you receive a better
judgment because they view you more positively. One simple way to
foster goodwill with the individual you're writing to is to directly state
your gratitude for taking the time to reconsider the decision you're
appealing. Creating a positive impression with the recipient of the letter
may be the difference between a favorable outcome and your employer
turning down your appeal if they're narrowly deciding between options.
6. Keep it short
When sending an appeal letter, your priority is ensuring that the
recipient takes the time to read it. If they're busy, a long letter is more
likely to be set aside or only briefly skimmed, which reduces the
chances of getting a positive decision on your appeal. Try to keep the
length of your letter three paragraphs or less, with one each devoted to
explaining the situation, offering your appeal and suggesting a
preferable outcome.
7. Note any relevant attachments
When appealing a decision, you may opt to include supplementary
documentation to further show the reason for your appeal. This may
include performance data, character references or other sources that you
feel add validity to your appeal.
When including attachments with your letter, include a note after your
signature acknowledging that you have provided additional documents.
If your files didn't attach to an email or if physical documents that you
sent separated before your employer reads the letter, including this note
lets the recipient know that there should be further information available
to them.
8. Send a follow-up message
If you send an appeal letter and don't hear about a decision, it's
acceptable to send a follow-up message. When filing an appeal
according to regulations defined in your company or union's handbook,
make sure that you wait until the designated review period has passed
before sending a follow-up.
If there are no formal guidelines for your appeal, and you did not receive
any indication from the recipient of how long it would take for a ruling,
it's customary to wait one week before following up. If you presented a
complicated case, you can allow more time.
Appeal letter template
When writing a letter to file an appeal, it's customary to include contact
information at the top of the letter. If you're sending your appeal as an
email, you can omit the information above the greeting. Use this
template to help guide your letter:
[Your name]
[Your position, if relevant]
[Your address]
[Your phone number]
[Your email]
[Date]
[Recipient's name]
[Recipient's title]
Dear [Recipient's name], [Recipient's title, if sending an email without
the above information],
I'm writing to appeal [decision] on [date of action]. I received
information that [reason for action].
I'm appealing this decision because I feel that [reason for appealing].
[Two or three sentences providing supporting evidence for your appeal].
I'm asking that you reconsider this decision. I believe that [preferred
outcome] is a more fair decision, for the reasons noted above. Thank
you for reviewing my appeal.
Sincerely,
[Your name]
[Note acknowledging any attached materials]
Appeal letter example
Here's an example of an appeal letter:
Pat Armstrong
Sales Associate, Thurgood Electronics
555-212-3485
p.armstrong@email.com
January 14, 2021
Terry Westaway
Northeast Regional Sales Director, Thurgood Electronics
Dear Terry Westaway,
I'm writing to you regarding the recent decision on my annual raise,
delivered on Friday, January 8. I received information that after
examining performance in the prior year I would receive a 3% increase
on my salary, however, I feel that I merit consideration for a larger
increase.
I'm appealing this decision because I feel that my sales record
demonstrates that I'm one of the most valuable members of the sales
team. I've routinely been in the top ten sales professionals in the region,
including leading my branch in sales for three of the last five months. I
believe that my long track record as a top performer, combined with
even stronger results since the summer, shows my high value to the
company.
I ask that you reconsider this decision. I believe that an increase of 5% is
more in line with both cost-of-living increases and my strong
performance as one of the company's most prolific sales team members.
Sincerely,
Pat Armstrong
Attached: Sales records for the last 12 months