How To Write An Argument Letter – If you feel you have been treated unfairly at school or at work, it may help to learn how to write an appeal letter. An appeal letter should detail the facts of the case rather than acting as an emotional appeal. This is probably one of the most important things to remember. You may feel very emotional at the time, but you must remain objective and professional in your writing. Find out how to write an appeal letter that can help you achieve your goal.
Before you begin writing an objection letter, review the agency’s overall review process. This information is probably available in the student handbook or employee handbook, depending on the type of objection letter you are writing. If the information is not there, ask your guidance counselor or academic advisor where you can find it if the matter is school-related. For work-related appeals, contact human resources or the operations manager if you cannot find the process yourself. Follow the procedure as written.
How To Write An Argument Letter
While you may find that your organization requires a specific form to be used to file an appeal, you may need to write an appeal letter. Follow these steps to write an effective objection letter.
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Maintain the utmost professionalism and courtesy throughout the letter. If you achieve clarity and maintain a high level of respect, you’ll be well on your way to an emotional appeal letter.
Clearly explain the situation that has arisen, focusing on the facts of what happened and what you want to appeal about. It is important to be clear and get straight to the point. If you did something wrong, acknowledge it and indicate what you learned from your mistake. Then go back to the events surrounding how you were wronged so you can complete the desired outcome.
Explain why this situation seems wrong or unfair to you. The goal of this section is to formulate an effective persuasive argument focused on convincing the decision maker to grant your request. If you can cite an appropriate organizational policy, now is the time. Include negative effects on you, others and/or the organization that are or are likely to occur as a result of the situation. If you have evidence or documentation, be sure to indicate it and attach it to your letter.
Once you’ve explained the situation and argued why you think it needs to be fixed, the next step is to focus on what you’re asking the person reading your letter to do. Clearly state the outcome you are seeking so there is no confusion as to what your real request really is.
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Proofread your letter carefully, editing to ensure it is error-free and effectively communicates your request in a persuasive manner. With a clear mind, a concise statement of facts and a respectful call to action, know that you have made a solid effort to achieve the desired outcome.
Before you submit your letter, ask a trusted friend or colleague to proofread it. This will help ensure grammatical accuracy and objectivity. This objectivity can be what prevents you from sending a highly emotional letter, which will do you no good.
Don’t include obvious emotional appeals. Appealing to emotions offers no guarantee of success. However, a clear, concise account of the facts, along with evidence, can move the needle. Also, don’t include exaggerations or inaccuracies. Think like a lawyer. You must avoid any hints of anger or judgment. This is your chance to be persuasive, not aggressive.
Be sure to format your appeal letter as a business letter because it is a type of official correspondence.
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Check out some sample objection letters and download a printable template to use as a guide when writing your own letter.
If a decision has been made that affects your professional position, such as a denial of a raise or an unexpected transfer, you can appeal to your superiors.
Jane Murphy 456 Notmain Street Bigtown, MA 67890 Mr. Smith Sales Manager ABC Company 123 Main Street Smalltown, MA 12345 November 7, 2020 Dear Mr. Smith, [Explain the situation] My name is Jane Murphy. I have been an employee of ABC Company for over 10 years. I was recently transferred, without notice, from Customer Service to Billing. [State why it is wrong/unfair] This shocked me. My cabin is full of awards and accolades for my ability to provide excellent customer support. Copies of these certificates are attached. Not only is it where he excels, it’s also where I’m happiest. Without a doubt, this is a major reason for my professional success. [State why this is wrong/unfair] Transferring me to the Billing Department is seriously hurting your company. My strength in Customer Service Department makes your company shine and get favorable customer reviews. I have also attached a copy of the wave of positive reviews your company received as a result of my efforts. Finally, my billing experience is limited to customer refunds. I’ve never been formally trained, nor do I want to be. [Briefly describe what you hope the new outcome will be.] It is my sincere desire that you allow me to return to my position as a Customer Service Representative. If employee satisfaction is on your mind, I know you’ll think about it. Likewise, a steady stream of favorable customer reviews is bound to come your way with such determination. Thank you for your attention to this matter. You can reach me at 222-555-5555 or [email protected] I look forward to your speedy reply. Sincerely, (signature if printed) Jane Murphy
At school, you can appeal a decision made by a teacher or administrator. For example, if you believe you have been unfairly placed on academic probation, you can write an appeal to the Dean, asking him to reconsider the decision.
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Suzie Studenter 123 Any Street Smalltown, MA 67891 Dean Michael Excellence Academic Dean University College 530 University Alley State College, MA 12345 January 5, 2020 Dean Excellence: [Explain Situation] My name is Suzie Studenter. I am a freshman at University College. I am writing to request that consideration be given to the special circumstances that led to my inability to complete my final exams within the stipulated time frame last semester. This situation resulted in failing grades in three of my four classes and resulted in me being placed on academic probation. Attached is a copy of my grade report, along with my grades in each class prior to the accident. [State why this is wrong/unfair] When I returned home for the Thanksgiving holiday, I was in a car accident that resulted in a three-week hospital stay. I was seriously injured and unable to contact my teachers before school was dismissed for the semester. I know it is my responsibility to maintain communication with my professors, but my condition during hospitalization prevented me from doing so before the end of the semester. Attached is documentation from the physician who supervised my care. [State why this is wrong/unfair] I am a dedicated student who is committed to doing well in school. I had average A’s and B’s in all my subjects before the accident and expected to have scored well enough on the exams to maintain those grades but for the accident. Starting my college career with failures due to this unique situation will prevent me from being able to achieve my academic goals. [Briefly describe what you hope the new outcome will be.] It is my sincere wish that I be allowed to take the exams I missed last semester due to the accident and have my grades recalculated and changed based on my performance. This will allow my academic record to reflect my true abilities and prevent me from being disadvantaged academically as a result of a serious accident and related injuries. Thank you for your attention to this matter. Please let me know if I can answer any questions or provide additional information. You can reach me at 111-555-5555 or [email protected] I look forward to your prompt reply. If I do not hear from you or someone from your office by January 12th, I will call to follow up. Sincerely, (Signature, if printed) Suzie Studenter
To access a printable template for an objection letter, simply click on the image below. The template will open as a PDF file that you can save, edit and print. Click anywhere in the document to insert text. This printable guide includes helpful tips for working with the document.
You should always follow up with an appeal letter. A good standard is one week. If you haven’t heard back within five business days, be sure to send a second email or letter or call to request an in-person appointment. If the matter is really urgent, you may want to follow up sooner, possibly within three working days.
Again, remember to keep a clear
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