Appeal Letter: Template + How to Write & UK Samples

You’re facing disciplinary action, maybe even dismissal. Or perhaps you’ve been denied admission into a programme or you’re on the way to having some of your benefits or privileges cut off. These things can happen to the best of us, and often unexpectedly.

 

Whether you believe there’s been a misunderstanding or that the consequences are out of proportion to your actions, now is the time to act. You need to learn how to write a good appeal letter—one that will give you the best possible chance at having the decision reversed or the consequences reduced.

 

In this article, you’ll find out how to write an appeal letter that will make a professional, fact-based argument in your favour. With our sample letter of appeal for reconsideration and detailed, step-by-step guide, you’ll be on the way to putting this whole thing behind you in no time.

 

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Appeal letter template

 

Georgia Thomson

88 Front Street

London

W1K 3SQ

078 0883 5509

georgia.thomson@lcmail.co.uk

 

7th March 2022

 

Alisha Potts

Managing Director

Technicron Group

5 Holburn Lane

London

EC1V 3PS

 

Dear Ms Potts,

 

I am writing to appeal your decision to dismiss me from my position as production manager on the UDT project.

 

You cite production delays and my failure to respond to three cautions as the reasons for my dismissal. The delays in question were in fact the results of logistics issues—the ProdSec system is known to label all late deliveries as production delays. I have attached verbose ProdSec reports that show this. As to the three cautions that were generated as a result of these delays, I have since discovered that they were sent to a dummy ProdSec email account to which I have never had access. I have attached a statement from Tim Murphy, Head of IT, confirming this.

 

In light of these facts, I request that you reconsider your decision to dismiss me from this project.

 

Thank you for taking the time to consider my appeal. Please do not hesitate to contact me at your convenience should you have any questions.

 

Yours Sincerely,



Georgia Thomson

 

 

Now that you have a better idea of what it is that you’re aiming for, it’s time to walk through how to write an appeal letter of your own that’s just as effective:

 

1. Frame your appeal letter with a professional header and formal salutation

 

Whatever it is you’re appealing, it’s clearly a serious matter. Treat it as such. Start by setting out a professional header: align to the right your name, mailing address, email, and phone number. Leave a line and add the date of writing, always in the full form (e.g. ‘5th May 2022’), and leave another line.

 

Then, align to the left your reader’s name, their job title, the company name, and the company’s inside address. Set out the mailing addresses just like you would do on an envelope. Include a header like this even if you’re attaching your appeal letter to an email. Your letter of appeal is a formal document.

 

Address your letter to whoever it was that signed off on or made the decision you’re appealing. For the salutation, use ‘Dear + Mr/Ms + Surname’ or ‘Dear + First Name’. Go with your better judgement as to which, and default to the more formal ‘Dear Ms Smith’ if you’re even a little bit unsure.

 

How to write an appeal letter: header and salutation

 

Georgia Thomson

88 Front Street

London

W1K 3SQ

078 0883 5509

georgia.thomson@lcmail.co.uk

 

7th March 2022

 

Alisha Potts

Managing Director

Technicron Group

5 Holburn Lane

London

EC1V 3PS

 

Dear Ms Potts,

 

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2. Start your appeal letter by clearly stating your reason for writing

 

Begin your letter of appeal with a simple and direct statement of why it is that you’re writing. Think of this as email subject line in sentence form. Don’t describe how you felt when you received the bad news. Don’t use any adjectives. Simply let your reader know that this is an appeal letter.

 

Refer to the decision that you want to have overturned or reconsidered. Give just enough context to ensure that your reader will know what you’re responding to. If necessary, give the date of the correspondence or the meeting during which you were informed of the decision that you’re now appealing.

 

How to write an appeal letter: opening paragraph

 

I am writing to appeal your decision to dismiss me from my position as production manager on the UDT project.

 

3. Address their main arguments and describe what you’d like to happen next

 

When it comes to writing an appeal letter, the most important thing is keeping it objective and professional. Stick to the facts. There’s a place for pulling at heartstrings and creating an engaging narrative, but this isn’t it. What you need to do is fight fire with fire, putting facts against facts.

 

Writing a dismissal appeal letter, disciplinary appeal letter, or penalty appeal letter? Responding to a rejected application or request? The bad news you received, whether in writing or orally, almost certainly came with some justification or reasoning. This is what you need to respond to, point by point.

 

If the decision maker was acting on bad or incomplete information, this is where you can set them straight by providing the missing facts. If the facts of the matter are all correct, but you believe the wrong conclusions have been drawn, this is where you can refer to company policy to make your case.

 

For example, if you’ve been dismissed for actions that—according to company policy—attract lesser disciplinary action, you should make that argument here. Do not go into the impact that this decision will have on you. Do not simply state that you find the decision harsh or unfair. Stick to the facts.

 

Clearly accept responsibility for any actions or shortcomings that have been accurately described by your reader. It often happens that the facts that lead to a rejection, penalty, or dismissal aren’t in dispute. Show that you’re aware of the consequences of your actions and shortcomings.

 

In a separate paragraph, briefly describe what it is that you want your appeal to achieve. Are you requesting that a decision be reversed or penalty reduced? Clearly and concisely make this request here. Keep this to a sentence or two. Write more only if you’re dealing with a complex issue.

 

How to write an appeal letter: main body paragraphs

 

You cite production delays and my failure to respond to three cautions as the reasons for my dismissal. The delays in question were in fact the results of logistics issues—the ProdSec system is known to label all late deliveries as production delays. I have attached verbose ProdSec reports that show this. As to the three cautions that were generated as a result of these delays, I have since discovered that they were sent to a dummy ProdSec email account to which I have never had access. I have attached a statement from Tim Murphy, Head of IT, confirming this.

 

In light of these facts, I request that you reconsider your decision to dismiss me from this project.

 

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4. Close your appeal letter with an expression of gratitude and a proper sign-off

 

End your appeal letter by thanking your reader for their time. A little gratitude goes a long way: it’s not just a formality, it can give your appeal an edge. Let your reader know you’re eager to continue the dialogue. Invite them to contact you should they need any further information. Keep it brief.

 

The final thing you need to know about how to end an appeal letter is how to sign off properly. Use ‘Yours Sincerely’ if you addressed your cover letter to a named person and ‘Yours Faithfully’ if you were forced to use their job title. Leave a few lines for your signature and type out your name in full.

 

Appeal letter template: closing paragraph and sign-off

 

Thank you for taking the time to consider my appeal. Please do not hesitate to contact me at your convenience should you have any questions.

 

Yours Sincerely,



Georgia Thomson

 

5. Keep these formatting rules in mind when writing an appeal letter

 

It’s important that your letter of appeal follows the standard business letter format. Pay particular attention to the setting out of your header. This will communicate professionalism to your reader and boost the chances that they’ll reconsider their decision. Proofreading your appeal letter will also help.

 

Use white space to your advantage

 

Leave your margins at the default one inch all round. Set the line spacing to 1.15 and use double spaces between paragraphs. It’s best if you can fit your letter on a single page. The only reason to go over is if you have a lot of significant points to respond to. Whatever you do, don’t bunch up your writing.

 

Choose a professional-looking font

 

Choose an easy-to-read CV font for your appeal letter. Something basic like Calibri or Arial at 11–12 points is ideal. Don’t go below 11 points in size and don’t use any fonts that are likely to draw attention to themselves. When in doubt, just go with whatever font is the default in your word-processing software.

 

Save your appeal letter in PDF

 

You’ve put all this effort into getting your setting out and formatting just right—lock all that effort in by saving your appeal letter in PDF before sending it in. PDF files are much more likely to display properly on a wide range of devices. PDF will also make your letter of appeal print more reliably.

 

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Thank you for reading. Was our sample letter of appeal for reconsideration helpful to you? Got any questions to ask or experiences to share? Leave a comment down below—we’ll be sure to get back to you.

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LiveCareer Editorial Team

LiveCareer Editorial Team

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Since 2005, the LiveCareer Team has been helping job seekers advance their careers. In our in-depth guides, we share insider tips and the most effective CV and cover letter writing techniques so that you can beat recruiters in the hiring game and land your next job fast. Also, make sure to check out our state-of-the-art CV and cover letter builder—professional, intuitive, and fully in line with modern HR standards. Trusted by 10 million users worldwide.

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