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How to Write an Appeal Letter (With Examples)

What to Include in an Appeal Letter

Tips for writing an appeal letter, appeal letter format, template for an appeal letter.

• Sample Appeal Letter

Frequently Asked Questions (FAQs)

Can you appeal an unemployment claim denial, how do i appeal a wrongful demotion.

Maddy Price / The Balance

What is an appeal letter and how do you write one? An appeal letter is something you write if you feel you’ve been treated unfairly, and you want someone to reconsider a decision they have made about you. There are various times you might need to write an appeal letter, many of which can be in the workplace.

Perhaps you believe you’ve been unfairly warned, demoted, laid off, or fired. Maybe you’ve been denied a raise when you believe you deserve one. Regardless of the circumstances, you may be able to appeal the decision. If this is the case, a well-crafted appeal letter may help in redressing the situation.

Key Takeaways

• Check with your manager or human resources department to learn how to appeal a decision you believe is unfair.
• When you write an appeal letter, include facts and documentation that support your case.
• Your letter should be clear about what you want to have happen and what outcome you are seeking.
• If you don't get a timely response, follow up with a second message or a phone call to check on the status of your appeal.

In an appeal letter, you state the situation or event, explain why you think it was wrong or unjust, and state what you hope the new outcome will be.

Your appeal letter is your chance to share your side of the situation.

The goal of an appeal letter is to have a decision reconsidered and hopefully overturned. If your letter is courteous and clear, this is possible.

Here are some tips on how to write an effective appeal letter:

Check company policy. Before you write your letter, check company policy for information on how grievances and employee issues are handled.

Know where to send your letter.  Think carefully about whom to send your letter to. If you are trying to appeal a wrongful termination , for example, send the letter directly to your employer. You don’t want your letter to have to pass through a number of hands—this will only delay a resolution to your issue.

Use business letter format.  It is an official letter, so be sure to use proper business letter format . If you send your appeal via email, the format is slightly different.

Use a polite tone.  Try to avoid any anger or judgment in your writing. While you might be very upset about the issue, you don’t want to convey this feeling in your letter. Be confident and persuasive, but not aggressive. Consider asking a friend to read through the letter to make sure the tone is appropriate.

Admit any mistakes.  If you did something wrong, acknowledge it. State specifically what you did wrong and what you have learned from that experience.

State what you would like to happen.  In your letter, explicitly state what you hope will happen. Do you want the reader to reverse a decision they made? Do you want your employer to review a particular issue before making a decision? Be clear about what you want.

Stick to the facts.  Include any facts that help support your case. If there are policies that have been overlooked, state those policies. If you have documents that help your case, include them. Avoid emotional pleas, and stick to actualities.

Keep it brief.  Keep your letter short. Focus on the facts, stating what the situation is, why you think it is wrong, and what next steps you request.

Carefully edit your letter.  Because this is a professional letter, thoroughly proofread your letter before submitting it.

Follow up. ​ If you do not hear anything back within a week or so, follow up with the letter recipient with an email, second letter, or phone call. If time is of the essence, follow up sooner.

Your Contact Information Your Name Your Address Your City, State Zip Code Your Phone Number Your Email Address

Employer Contact Information Name Title Company Address City, State Zip Code

Salutation Dear Mr./Ms. Last Name,

First Paragraph Introduce yourself, and explain that you are writing an appeal letter. State the particular decision or situation you are appealing.

Second Paragraph State your side of the story. Were facts overlooked? If so, provide those facts. State whether or not you have attached any relevant documents.

Third Paragraph State the outcome you want (Do you want your employer to overturn a decision? Do you want something to be added to a decision?). Also state when you need an answer by, if there is a deadline.

Final Paragraph Conclude with a courteous “thank you” for the person’s time. Include the necessary contact information so they can follow up with you. If you are going to follow up, state how you will do so, and when.

Complimentary Close Respectfully yours,

Handwritten Signature  (for a hard copy letter)

Typed Signature

Download the appeal letter template (compatible with Google Docs and Word Online), or see below for more examples.

Sample Appeal Letter (Denied a Raise)

Below is a sample appeal letter that follows the format above and is for an employee who has been denied a raise. Use this sample to help you write your appeal letter. Be sure to revise the sample to fit your particular situation.

Sample Appeal Letter (Text Version)

Franklin Rodriguez 123 Main Street Anytown, CA 12345 555-555-5555 franklin.rodriguez@email.com

March 7, 2024

Leslie Lee Manager Acme Retail 123 Business Rd. Business City, NY 54321

Dear Ms. Lee,

I hope you are doing well. I am writing to appeal your decision not to grant my annual pay raise, which we discussed last Tuesday at our annual review meeting.

As you stated in our meeting, you believed I had been late to work too many times this year to warrant a pay raise. According to my records (which I received from Human Resources), I have not been late more than two times this year. I have attached the Human Resources document marking my status.

In light of these facts, I request that you reconsider your decision about my pay raise.

I greatly appreciate you taking the time to read this and the attached document. I am happy to meet with you anytime to discuss this further.

Respectfully,

Signature (hard copy letter)

Franklin Rodriguez

If your claim for unemployment benefits was denied, you have the right to appeal . How to appeal depends on your state, so check with your state's labor department for guidelines on what to do when your unemployment claim is denied.

If you believe that you were wrongfully demoted , the first step is to contact the human resources department at your organization. There may be a process in place to file an appeal. If you believe your demotion might be illegal, you can contact an employment attorney or your state's labor department for assistance.

U.S. Department of Labor. " Benefit Denials ."

Published In: Letters

How to Write an Effective Appeal Letter (Samples & Examples)

The letter of appeal is a business letter and must be concise and well-written. Before filing your request, take some time to consider your choices and gather facts. This will help you analyze and plan your case. When you file a letter of appeal, you have to show that the decision you appeal aligns with the conditions for an appeal. An apparent disparity or displeasure of the verdict is generally not adequate to justify a request. If you don’t have a compelling excuse to appeal, it might be a waste of your resources.

If you believe that you have been handled poorly at school or work, knowing how to write an appeal letter might benefit you. The letter of request should highlight the case’s specifics rather than serve as an emotional plea. You may feel very passionate at the moment, but you must stay rational and competent in your writing.

What Is an Appeal Letter?

The letter of appeal is a document written to somone or an institution that you would like to rethink their decision in situations where you believe that you have not been warned adequately of anything or that you have been handled harshly. An appeal letter can be used in several cases. Writing a letter of appeal does not have to be as challenging as you think it is. One instance where you may want write a letter of request includes the appeal of a decision relating to your profession where you have been terminated on a biased or unprofessional ground. 

Types of an Appeal Letter

There are various types of appeal letters depending on what decision or action you want to appeal.

Below are some of the kinds of appeal letters and their definitions:

An appeal against redundancy

Redundancy is a form of release from the workplace. This occurs if companies need to reduce their staff. As a staff member, you can appeal against being named redundant if you feel that you have been wrongly chosen or that your employer has not followed a fair redundancy process. You should consult with your manager first to check whether they have an appeal process. If they don’t, you can explain to them why you feel the redundancy is wrong. It’s a smart idea to seek support from leaders of workers, such as labor unions, who might be able to accompany you to any hearings that your boss may

have set up. You could also request a senior team member who has not been included in the redundancy review process to help with the appeal.

An appeal against an employer decision

It is democratic for employers to allow workers the right to appeal actions taken against them to help ensure the discipline process’s fairness. You have the right to appeal against a ruling made at a disciplinary hearing or any decision made by an employer when you feel it is unjust.

Financial aid appeal letter

There are several reasons that you may feel you need to write a letter of appeal for financial assistance. Most likely, this will be due to an abrupt change in your economic condition. You may need financial aid in cases of unemployment, medical issues, or divorce. In short, The main reason for writing a financial aid appeal letter is to ask for help.

Sap (satisfactory academic progress) appeal letter

An effective SAP appeal often provides details as to why your academic status has transformed, you have dropped out of classes or failed to sign up for relevant courses, or did not reach your school’s expectations. When you complete your SAP appeal, collect material such as health records, financial documents, family accounts, and communications with teachers, colleagues, and peers that might be important. You should also send a personal letter to the SAP committee, which recognizes that you have not followed the SAP requirements, that you understand what has happened, and that you will take action to fix this issue.

Insurance appeal letter

An insurance appeal letter requests an insurance company to reassess a decision that denied benefits or payments. The insurance provider must notify you of why your application has been rejected, your right to appeal, and the existence of the Customer Assistance Policy (CAP) if your state has one. Internal assessments must also take place within a fixed time frame. A review of treatment that you have not yet obtained, for example, must take place within 30 days of the order for review.

Academic appeal letter

Students who are released from college due to low grades may have faced conditions that led to their grades’ decline. It is a good idea for a student to write an academic appeal letter in such a situation and planning a face-to-face appointment with someone in the Academic Appeals and Compliance

Department. It is essential to be truthful, not accuse anyone of the circumstance, describe the strategy for returning to school, and excel if given a second chance.

An appeal against a warning

An employee writes an appeal against a warning within a reasonable period opposing the notice. You have a right to appeal against an action your boss took against you after a disciplinary hearing. You may do this if you believe the action is inappropriate or unjust.

An appeal against dismissal

Being discharged from your job is one of the most distressing things that can happen in the workplace, particularly if you do not believe that the decision is fair or that it has come suddenly.  You should receive a letter from the Organization confirming the decision to release you. An appeal against dismissal letter should include information on how to appeal, the timeframe for appealing, and whom to submit the request to. If you have received nothing in writing, review the Employee Handbook. If nothing is clarified there, we advise that you write to the individual who discharged you within five days of getting a termination decision.

How to Write an Appeal Letter

Write a professional appeal letter in the usual business format unless advised to fill out the online appeal form. This begins with the message’s date, the recipient’s name and address, the greeting, the letter’s body, and your signature with contact details. Address your letter of appeal to the person who has the power to approve your plea, which is usually the director of the department or the company’s executive. For purposes of secrecy and expediency, do not answer the letter “To whom it may concern.”

Get straight to the point where you explain who you are, what decision you are appealing, and why you are appealing. Be truthful and transparent without getting into the context or unnecessary information. Restrain your feelings when you write the message. Do not express extreme personal views of the people who took the decision you are appealing. The aim is to sound rational, logical, and trustworthy.

Successful letters of appeal state the legitimate explanations of why a decision should be reconsidered. Persuasive letters of appeal describe the errors committed by the authorities overseeing the case. Introduce any additional facts that could have modified the original opinion.

In the next few sentences, elaborate on the grounds of appeal. Note days, times, locations, and witnesses who can validate your claims. Provide a list or timeline of events if it serves to clarify the circumstance or the reasons for your appeal.

Successful letters of appeal are well-founded. Describe any attached documentation or signed eyewitness accounts that confirm the claims of request or pose questions about the validity of the original ruling.

Mention what you expect will happen. Specify whether you are asking that the original decision be changed or entirely reversed. If there are multiple potential solutions to the issue you are facing, suggest which solution is more appropriate. Show appreciation for the acceptance of your letter of appeal.

Sample Letter

Brent Brown

224 Canyon Street

San Diego, CA 44566

223-556-9908

[email protected]

July 2, 2018

Rodney King

King Retail

443 Carrow Rd.

Brooklyn, NY 33456

Dear Mr. King,

 I hope you’re well. I am writing to appeal your verdict not to extend my annual wage boost, which we addressed at our annual review meeting last Wednesday.

As you said at our discussion, you felt I was too late to work many days this year to justify a salary raise. According to my reports (which I got from Human Resources), I haven’t been late more than twice this year. I also added the Human Resources folder, indicating my absences.

I urge you to rethink your decision regarding my salary rise, given the evidence.

Thank you for your time and for going through this letter and the attached file. I am willing to see you at any time to discuss this further.

Appeal Letter (Samples & Templates)

A letter of appeal is something you write if you think you have been handled harshly in a manner in your company, and you wish to request somebody to rethink the decision they have taken about you. There are some occasions you may need to write a letter of appeal. Maybe you feel that you were wrongfully cautioned, demoted, cut off, or released. You could have been denied a raise, and you think you deserved one. If this is the case, a well-crafted appeal letter can work wonders to fix the situation.

We have several easy to follow templates on our website that will enable you to write perfect appeal letters. Feel free to download the templates and give them a try.

Tips for writing an appeal letter

When writing an appeal letter, you want your case to be considered and maybe a decision to be reversed. To make sure that your letter captures the recipient’s attention, here are some general tips that you should consider when writing:

• Check the company’s guidelines – Before you write your message, review the corporate policies for coping with complaints and employee issues.
• Know where to submit your letter – Think twice about whom to send the letter to. For example, if you seek to appeal an unfair discharge, write a letter directly to your boss. You don’t want the letter to run through a lot of hands.
• Use the business letter template – It’s an official letter, so make sure to use the right business letter type. If you submit your appeal via email, the format is somewhat different.
• Use a friendly tone – In your letter, avoid any frustration or judgment. You may be upset about the issue, but you don’t want to express that feeling in your message. Be optimistic, convincing, but not hostile. Try asking a friend to read the letter to make sure the tone is acceptable.
• Acknowledge any mistakes – When you have done something wrong, accept it. In particular, mention what you did wrong and what you learned from the experience.
• State what you’d like to take place – In your message, mention clearly what you think will happen. Do you wish the reader to undo the decision that he or she made? Do you want to ask your boss to study a specific problem before making a decision?
• Stick to the evidence – Include all facts that appear to justify the point. If there are policies that have been ignored, mention such policies. If you have records that will support your case,  add them.
• Keep it brief – Keep the message short. Always focus on the truth, explain the problem, why you believe it’s unfair, and what next steps you’re looking for.
• Carefully Edit The Letter – Because this is a technical letter, carefully proofread your letter before sending it.
• Follow Up – If you don’t hear something back after a week or so, send an email or a second letter to the receiver. If time is essential, follow up earlier.

There’s no restriction on how many pages you use, but it’s a smart idea to try and keep your letter down to 1 or 2 pages. When writing a review petition, the first thing you can do is to create a list of all the reasons you believe the appeal should be approved.

There are various steps you should follow before writing appeal letters. The steps are: • Ensure you have enough evidence. • Ensure you have the right contact information of the receiver/employer. • Ensure you have relevant evidence. • Download • an appeal letter template if you are not sure of the format.

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Many workers are often fined for misconduct or under-performing in their workplace. Disciplinary measures can vary from suspensions without pay to firing, depending on the severity of their conduct. Yet, there is still ground for appeal, and the only way to achieve this is by submitting a letter of appeal. You can file an appeal with an online form occasionally. You should do this if you are told to do so. However, it is strongly advised that the employee write a letter of appeal using the standard professional company design. When writing a letter of appeal for financial help, a letter of appeal, the SAP, or some other form of a letter of appeal it must contain.

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Having a decision go against you can have long-term negative repercussions for your career, which is why you should know how to write an appeal letter to try to reverse that decision. An appeal letter is a written action that you can take when you feel a decision should be reconsidered.

Whether you were denied a raise or were laid off, we’ll go over how to write a letter of appeal, provide a letter of appeal sample, as well as some tips to keep in mind when writing your letter.

Key Takeaways:

When writing an appeal letter, you need to describe the situation, state why it’s unfair, and explain what you would like to happen.

It’s important to collect evidence before you start writing your appeal letter.

When writing an appeal letter, it should be professional and not have any personal feelings that could conflict with the situation.

What is an appeal letter?

How to write an appeal letter, appeal letter format, appeal letter examples, tips for writing an appeal letter, appeal letter faq.

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An appeal letter is a written action that someone takes when they feel a situation involving them should be reconsidered. Decisions are changeable until they are finalized on paper. There’s a variety of situations that could warrant appealing, such as:

Being fired, laid off, or having your pay cut under unjust circumstances

Refused a raise you deserve

Rejected admittance decision to a university

Sending a well-crafted appeal letter or email is a strategy to reach an intended outcome when you have been wronged in a professional situation.

To write an appeal letter, you should first review the company or university appeal policy, find the email of the proper recipient, and then describe the situation and why you want to appeal. Below is a more detailed list of how to write an appeal letter:

Review the company or university appeal policy. Many universities and companies have appeal policies in place, and finding the details of yours can make the process go a lot easier. It can include relevant information, such as the timeline you need to work within when filing an appeal on a decision.

Find the mailing address or email of the proper recipient. Once you understand all the details of your organization’s appeal process, the next step is to figure out where you’ll be sending the letter.

Describe the situation. An appeal letter is your opportunity as an employee or applicant to tell your side of the story. Whether that means explaining why the situation was unfair or why your application should be reconsidered with the decision overturned. This includes recognition for any mistakes that were made on your part. Grounds for an appeal don’t mean that you’re entirely innocent in the situation.

State why it was unfair. It can be challenging to maintain an even and objective tone when writing about the exact reasons why the situation was unfair. Still, it’s necessary to communicate your message.

Explain what you would like to happen. Now that you’ve pitched the situation that occurred and why it was unjust to you, the final piece of an appeal is briefly stating what you want to happen next.

Follow up. You mailed out your professional appeal letter a little over a week ago and still haven’t heard back from your supervisor or University admissions team. It’s appropriate to send out a casual and friendly follow-up by email or phone call when your letter has gone unanswered.

An appeal letter is a professional and formal document that requests an action, and as such, it should be written in a business letter format . This format differs slightly between postage and email in how the letter will be addressed.

A business letter should include:

Sender name, job title, and contact information

Recipient name, job title, and contact information

Salutations

Concise and focused paragraphs

Closing and signature

Here are some letter of appeal samples to help you get started on yours:

Appeal letter after being rejected from admittance from a university example

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, 2020 Dear Mr. Smith, My name is Tim Jones. At the beginning of the year, I applied for the undergraduate program at the University of California, Los Angeles for the Fall semester of 2021. I recently received notice that my application for admission was rejected. It was shocking and heartbreaking to receive the news that I hadn’t been admitted to the UCLA class of 2025. I have worked tirelessly since before my freshman year of high school in the hopes of becoming part of this wonderful educational community. In that time, I maintained a grade point average of 4.0, scored in the top 2% of the country on the SAT’s and received the Los Angeles Community Award for my volunteer work with homeless people in California . I’ve attached a record of these achievements below. I am an ambitious and hardworking student who does whatever it takes to meet my goals, and attending UCLA has been my biggest goal for the past decade. While I understand that the 2021 admission year has seen record amounts of competitive applicants, I hope this letter will encourage you to reconsider my admittance to the undergraduate general studies program. I appreciate your consideration and would be happy to provide any additional materials or information. Please don’t hesitate to contact me at (464)-339-2846 or [email protected]. I’d be happy to hear any suggestions you have regarding this matter as well. Thank you again. Respectfully, Tim Jones (Signature) Tim Jones (Printed)

Appeal email after being denied a raise example

Subject Line: Raise Denial Appeal Letter November 29, 2020 Angela Benjamin Kaiser Paper Company Regional Sales Manager (574)-833-8579 [email protected] Dear Mrs. Benjamin, How are you? I hope all is going well. I’m reaching out to you today as a formal appeal of your denial to award me with a pay raise in my position as a sales associate . In our meeting, you stated that raises within the Kaiser company are reviewed on a scheduled basis following performance reviews. I went over the contract that I signed when hired as a sales associate in 2019, and there was no mention of any scheduled performance reviews or timed salary increases. I’ve been working as a sales associate for Kaiser Paper Company for almost two years now and have not had a formal performance review. In my time working for Kaiser, I’ve sold upwards of half a million dollars in product units and allocated 57 new customers. I’ve included records of these numbers below for your consideration. With this information, I ask that you reconsider your decision to reject my pay raise request within the next two weeks. Thank you for taking the time. I’d be happy to set up a meeting and discuss further terms if needed. Sincerely, June Jennings Kaiser Paper Company Sales Associate (474)-338-5839 [email protected]

Appeal letter after being laid off example

Subject Line: Appeal for Being Laid Off Dear Mr. Salvatore, I am writing to appeal the recent decision to lay me off from my position at XYZ Company. While I understand the difficult circumstances that led to the layoff, I firmly believe my skills, dedication, and commitment to this company make me a valuable asset to the organization. During my eight years at XYZ Company, I have been fully committed to my role and have consistently demonstrated expectational performance and dedication to my responsibilities. I have always strived to go above and beyond to contribute to the success of the company and uphold its values. In light of the recent challenges faced by the company, I am open to discussing potential alternatives to the layoff. I am willing to consider reduced hours, job sharing, or any other arrangements that might help alleviate the financial burden on the company. I understand the financial constraints and challenges faced by the company and assure you that I am willing to be flexible in finding a resolution that works for all parties involved. I kindly request the opportunity to meet with you or a representative from the company to discuss this matter further. Thank you for considering my appeal. Sincerely, Emily Gilbert

Before writing your appeal letter, be sure to college all the hard evidence and be prepared for follow-up questions. Here are some more tips to keep in mind when writing your appeal letter:

Collect hard evidence. Ambiguous explanations for why you’re a great employee or student probably won’t change anyone’s professional decisions. Accumulating hard evidence, such as an academic or sales record, will make your argument for appeal much stronger.

Be prepared for follow-up questions. Don’t expect that your requests will be granted from the moment you hit send on the appeal email. The process will likely take some back and forth before an agreement is reached.

Some questions you could be asked include:

What do you think caused the problems you’ve experienced?

Do you think any of your skills need improvement before receiving an admissions offer ?

What other help have you sought regarding this issue?

Grab the reader’s attention. Even though an appeal letter is an official written document, you should still try to keep the contents interesting to the reader . People feel more compelled to do things when they’re invested. Grabbing and maintaining the reader’s attention is an excellent way to get them invested in your troubling situation.

Be Direct. Although writing an appeal letter is intimidating, you should still maintain a direct voice. Dancing around the request or situation will only confuse the reader and bring little improvement to the problem you’re hoping to remedy.

Have an objective party read it over. As cool, calm, and collected as you try to be in an appeal letter, it’s still possible that a hint of animosity or overwhelming emotion sneaks through. One way to eliminate any tone problems and grammar issues from your appeal letter is to have an objective party read it over.

How do I write an appeal letter for reconsideration?

After reviewing the official policy on the appeal process and identifying the proper recipient, the actual writing process is straightforward. Simply describe your side of the story in an unemotional, rational way.

Explain the circumstances so that an objective party can see why the process was unfair. Finally, explain what you would like to happen next, in precise language.

Should I write an appeal letter?

If you’ve reviewed the official policy of your company or the institution you’re appealing to and think you’ve got solid grounds for appeal, there’s no harm in writing an appeal letter.

As long as you write in a professional voice and don’t include anything that might embarrass you later on in your life, the worst thing that can happen is the recipient will say no.

How do I write an appeal letter to human resources?

To write an appeal letter to human resources , be sure to clearly state your case and provide a timeline, along with documentation, of the events as you view them. Remember that HR exists to protect the interests of the company, not individual employees, so keep that angle in mind as you craft your appeal.

How long should an appeal letter be?

We recommend keeping your appeal letter to a maximum of one page in most instances. In extreme cases that involve a lot of documentation or long timelines, a two-page appeal letter is acceptable.

It’s okay to start with a longer letter that includes every reason you think your appeal should be granted, and then edit it to only include the most important points of your argument.

What’s the biggest appeal letter mistake?

The biggest appeal letter mistake you can make is trying to appeal to the recipient’s emotions rather than their intellect. While you should certainly keep the recipient’s personality and preferences in mind, your goal is to craft a document that any objective reader would look at and agree with you.

Emotions are real, but they’re hard to prove. And making exaggerations based on your feelings will hurt your credibility. Instead, focus on delivering a clear and concise summary of the facts with evidence to back your claims up.

What are some reasons to write an appeal letter?

Being unfairly demoted, laid off, or fired are some reasons to write an appeal letter. Some other reasons to write an appeal letter include:

Being denied a raise

Being rejected from a university

Financial aid denial

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

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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.

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How to Write an Appeal Letter: Tips, Guidelines, and Appeal Letters Examples

Knowing how to write an appeal letter, especially an effective one, isn’t easy. Many people struggle with knowing where to start, what to say, and how to make their case effectively. However, there are a few things that might help ease the appeal process. An effective appeal letter should be brief and to the point and should outline the facts about why you think the decision should be reconsidered.

In this article, we’ll prove you with appeal letter examples and tips that can help you with writing one. Students or visa applicants who take the time to write a well-crafted appeal letter tend to have a better chance of success. Your interpersonal skills will play a big part into making compelling arguments to turn your appeal case a successful one.

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What is an appeal letter.

An appeal letter is a formal letter sent to a higher authority asking for a change in a decision such as human resources, a financial aid office, or a higher-ranked officer. For example, you can write an appeal letter to request readmission to a school or college, or a visa appeal you think you’ve been wrongly denied or have new information that should be considered.

Some people also have reasons to write emotional appeals to plead their case based on special circumstances. This type of letter tends to be more personal and often includes information about why they feel the decision should be appealed. Unfortunately, appealing a decision can be a frustrating and challenging process.

What Are the 6 Elements of an Appeal Letter?

• A Demonstrated Understanding of the Company’s Appeal Policy. An appeal letter is more likely to succeed if well-written and tailored to the specific appeal policy. You cannot properly appeal something if you do not know how the process works. If you don’t know the specifics of the appeal policy, make sure you do your research.
• An Acknowledgement of the Recipient. You need to know to who you are specifically sending the letter. Not only will it simply be more professional, knowing who the recipient is will allow you to personalize it to them. This is also a good way of making sure you are sending it to the correct mailing address.
• A List of Arguments in Favor of the Appeal. In your letter of appeal, you need to explain to the original authority or the appeal processing body why you believe your case should be appealed. You can also provide new information that supports your case if you have any.
• A Request for the Review of the Decision. Now that you’ve given your arguments, you should ask the reviewer to reconsider their decision. You should make it abundantly clear that an appeal of their decision will be a positive thing for you and them.
• A Description of the Desired Outcome. In your appeal letter, you should specify your desired outcomes and explain why you feel this result is appropriate. Your appeal letter should be written politely and respectfully, while still being straightforward.
• A Follow-Up . Consider following up with the individual or company to whom the letter was addressed. Not only will this let you show them that you’re concerned about the appeals process, it’ll also help them keep your case in mind if their schedule is busy. In your follow-up, you can offer to clarify any questions or concerns they may have about your letter. Make sure to wait an appropriate amount of time before sending a follow-up.

How to Write an Appeal Letter: Beginning and Ending

When writing an appeal letter, there are a few common mistakes that can decrease your chances of success that you should keep in mind. Don’t forget that there is always a chance that the person who made the decision won’t change their mind. For a successful appeal, you want to provide a brief, evidence-based case. Here’s how to begin and end an appeal letter.

How to Begin an Appeal Letter

Begin your appeal letter by introducing yourself and providing your contact information, including your phone number, email address, and location. Following that, indicate the date of the rejection and the reasons behind it, then make your case using appropriate rhetorical devices .

Be careful with how your phrase your letter. Stick to concrete arguments and facts. The strength of your arguments along with the strength of your writing skills will determine your appeal’s outcome.

How to End an Appeal Letter

At the end of your appeal, acknowledge that this issue might take time to resolve and thank them for their time, but respectfully remind them that this matter is of great importance to you. At the end of the appeal letter, you indicate your availability for further conversation, then sign your name and include your printed name.

How to Write an Appeal Letter: 5 More Useful Tips

Be Prepared to Defend Your Case

An appeal letter is a written explanation of why you believe an unfavorable decision made by a higher authority should be overturned. You need to be prepared to explain in detail why you feel the judgment was unjust and offer strong evidence to back up your arguments. In addition, you should be ready to explain the impact that a successful appeal would have on you.

Be Prepared for Questions

There are a wide variety of reasons you may be writing an appeal letter. Whether it’s because you feel you’ve been treated unjustly or that your rights have been infringed in certain circumstances, or whether you’re requesting an exception to a policy or rule, you need to be prepared to answer any questions the reviewing committee may have.

By being direct, you are demonstrating that you take the problem seriously and understand the gravity of the situation. It’ll also allow the reader to quickly and easily understand your arguments while helping prevent any misunderstandings. Keep in mind that being direct does not mean being rude or impolite.

Ask Someone to Review Your Letter

Appeal letter are formal documents. It’s essential that you format and word it correctly. Getting a second opinion on your appeal letter can give you a fresh perspective on what you’ve written and increase your chances of having your request granted. Make sure to double-check your spelling, grammar, and syntax. Not only will this make your letter look more professional, it’ll also prevent any confusion on the part of the reader.

Make Sure You Can Prove Your Arguments

An appeal letter must contain facts and strong reasoning to back up your request for a review. Because an appeal letter is used to prove that a decision was unfair or incorrect, facts will help strengthen your case for a review and increase your chances of having your appeal approved.

Appeal Letter Examples to Help You Succeed

An appeal letter needs to be well-written and concise. It is essential to lay out the case’s facts to help you achieve your desired outcome. The sample appeal letters below will hopefully help you better understand the tone and content that is required in an appeal letter.

Appeal Letter Example 1: Financial Aid Appeal Letter/Emotional Appeals

Dear Financial Aid Representative,

I’m writing to appeal the decision not to grant me financial aid. I understand that your office is limited in the amount of financial aid it can award, but I believe that my situation deserves reconsideration.

I’m a hardworking student, and I come from a low-income family. My parents are both unemployed, and I’m the only one in my family currently enrolled in college. I have been working part-time to help support my family and have also been taking out a private student loan to pay for my education. As proof, I have attached my bank account statement in regards to my loan, a letter of employment for my part-time job, and proof of my parent’s unemployment.

Despite my best efforts, I’m struggling to pay for my tuition. Although I have been accepted to several colleges, I cannot afford to attend any of them without additional financial aid. Consequently, I ask you to reconsider your decision and help me continue my education. Thank you for your time and consideration.

Appeal Letter Example 2: Visa Appeal

Dear Visa Officer,

I’m writing to appeal the visa application refusal that my family and I recently received. We are very disappointed in the decision and have strong reasons to believe that you should reconsider your decision.

First, my family has strong ties to the United States. We have lived in the country for many years because my past work and have close family members who are American citizens. We have always complied with the laws and regulations of the United States and have no criminal record here nor anywhere else.

Second, we have a demonstrated need to travel to the US. My father is very ill, and we would like to visit him in the US. Most importantly, we believe that we meet all of the requirements for a visa and should be granted approval to travel to the US.

We would be happy to provide additional information or documentation to support the case, including social security and marriage certificate. Thank you for your consideration in this matter.

We look forward to hearing from you soon,

"Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!"

Venus, Software Engineer at Rockbot

Appeal Letter Examples to Write Your Own

You can use the above appeal letter examples to help you write your own. Avoid making personal attacks against the person who made the original decision as this will only hinder your chances of success. If the appeal is unsuccessful, their decision letter should explain the next steps you can take, if any.

How to Write an Appeal Letter FAQ

According to Purdue, the three types of effective appeals are logos, ethos and pathos. Logos are most effective when the argument is based on reason and evidence. Ethos is most effective when the idea is based on the credibility or character of the writer, and pathos is most effective when the argument is based on any emotional appeals.

The grounds of appeal are the arguments given by an appellant as to why a decision made by a court or other decision-making authority should be reversed. There are several grounds for appeal including incorrect, unfair, or careless judgments.

No, there is no formal process for appealing a US visa refusal. However, you may be able to reapply for a visa if you have new information or documentation that addresses the reasons for the denial. There are reasons for ineligibility to appeal for a visa, such as having a criminal record.

Yes, you may appeal for an unemployment benefits hearing. This is usually done when a person was denied unemployment benefits but believes they are entitled to them.

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Mary Morris Heiberger, Julie Miller Vick, The Chronicle of Higher Education

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How to Write a Financial Aid Appeal Letter (With Example)

Will Geiger is the co-founder of Scholarships360 and has a decade of experience in college admissions and financial aid. He is a former Senior Assistant Director of Admissions at Kenyon College where he personally reviewed 10,000 admissions applications and essays. Will also managed the Kenyon College merit scholarship program and served on the financial aid appeals committee. He has also worked as an Associate Director of College Counseling at a high school in New Haven, Connecticut. Will earned his master’s in education from the University of Pennsylvania and received his undergraduate degree in history from Wake Forest University.

Learn about our editorial policies

Bill Jack has over a decade of experience in college admissions and financial aid. Since 2008, he has worked at Colby College, Wesleyan University, University of Maine at Farmington, and Bates College.

Maria Geiger is Director of Content at Scholarships360. She is a former online educational technology instructor and adjunct writing instructor. In addition to education reform, Maria’s interests include viewpoint diversity, blended/flipped learning, digital communication, and integrating media/web tools into the curriculum to better facilitate student engagement. Maria earned both a B.A. and an M.A. in English Literature from Monmouth University, an M. Ed. in Education from Monmouth University, and a Virtual Online Teaching Certificate (VOLT) from the University of Pennsylvania.

Let’s say you get accepted to college, but the financial aid package does not work for you and your family. Did you know that many colleges will allow you to submit a financial aid appeal letter to be considered for more financial aid and scholarships?

When I worked in college admissions, I was a part of our college’s “scholarship appeal committee” where I helped evaluate various appeals for more financial aid and merit scholarships.

Related:  Scholarships360’s free scholarship search tool

Jump ahead to:

Starting the merit scholarship appeal process

How to write your merit appeal letter, how to appeal for need-based financial aid.

• Financial Aid Appeal Example

Can you ask for more money from private scholarships?

• What can you do the college turns down your appeal?

Feel free to jump ahead to any of the above sections or keep on reading to learn more about the appeals process. Students should also thoroughly review their financial aid award letter to understand what types of aid the college offered them.

Recommended: How to read a financial aid award letter (with examples)

Before you begin thinking about the merit scholarship appeal process, you should make sure that the college or university actually offers merit scholarships. If the institution does not offer merit scholarships, this is a nonstarter (a quick review of their admissions and financial aid website should tell you whether they do).

Once you know that the college does offer merit scholarships, you can inquire about the merit scholarship appeal process and whether they offer it. You can either call the admissions office or email the admissions officer responsible for your region. If they say that there is a process, you can start working on your appeal letter.

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First things first, let’s talk about how you can write a successful merit appeal letter. A successful letter is all about making your case to the admissions officer.

Here is our step-by-step process for writing a merit appeal letter:

• Begin your letter by introducing yourself, where you are from, and your high school.
• You should also reiterate how grateful you are to be admitted to the college and how excited you are to potentially attend.
• Next explain the reasons why you are appealing for money in scholarships–did you receive need-based financial aid? Perhaps you did not receive  enough  need-based financial aid? Or maybe there was a life circumstance that’s making paying for college difficult for your family? If so, provide a brief explanation.
• Have you accomplished anything significant academically/extracurricularly since you applied? This would be a good time to mention that. Same goes for any new grades/test scores.
• Do you have more generous merit scholarship offers from other schools? Include the offer letters along with your note. While this may seem a bit crass, it helps give the admissions office context of where you are coming from.
• Finally, you should conclude the letter by thanking the admissions officer for their time and consideration. You can also restate your interest in the college and why you hope to attend.

Related:  Why didn’t I receive financial aid?

Need-based financial aid is a completely different type of financial aid than merit aid. Colleges award need-based scholarships according to a formula dictated by your family’s financial situation. This means that there is very little (if any) wiggle room for how colleges award need-based financial aid.

With this said, there are two ways that you may be able to receive a reevaluated need-based financial aid package:

• There was an error on your FAFSA or other financial aid form (like the CSS Profile )
• Your family’s financial aid situation has changed since you submitted your financial aid forms. Two of the most common reasons that this can happen include dramatically increased medical expenses or a parent loses their job. However, there may be other situations that could impact a family’s financial situation.

In these situations it is absolutely worth contacting the college’s financial aid office to ask if there is any possibility of an adjusted aid package. Generally, the office of financial aid will ask you for a letter explaining your change in circumstances, with context and possible documentation.

Is there any harm to appealing for more financial aid?

When a need-based financial aid appeal is filed, the financial aid officers will examine the entire financial aid application again. In this second, careful review, it is possible that the financial aid officers might see something that could cause the award letter to change for the worse. While this is rare, it is important to know that financial aid appeals can impact your financial aid positively and negatively.

Advice from an admissions professional

Christina labella.

Director of Undergraduate Admissions

Manhattanville University

Financial aid appeal letter sample

Below you will find a financial aid appeal letter sample that you can use as an outline when writing your own appeal letter.

Dear [Ms. Gomez],

My name is [Will Geiger] and I am a senior at [Manasquan High School] in [Manasquan, NJ]. I was so excited to be accepted to [Wake Forest University] as a member of the class of [2024]. 

However, as I weigh my college options, affordability is an important factor for me. [Wake Forest University] is a top choice college for me. [Include 2-3 reasons why the college is a good fit].

I am writing to ask to be considered for any merit scholarship opportunities. [Include 2-3 academic or extracurricular updates from this year]. 

I have been lucky enough to receive the following scholarships from some other colleges:

[Specific colleges and award amounts]

Additionally, I have attached the actual award amounts.

Nonetheless, I want to attend [Wake Forest University] to study [insert major] and can’t wait to study [insert details about specific classes, programs, or professors that you hope to experience at the college]. With my [insert major] degree, I want to go into [insert job or ambition].

Thank you for the opportunity to be reconsidered for additional merit scholarship opportunities. I am honored to be accepted at [Wake Forest University] and hope to be a member of the freshman class.

Please let me know if you have any other questions!

Will Geiger

Private scholarships are almost always awarding a very fixed amount of money so it is unlikely that they are going to be considering appeals. This is unlikely to be a winning strategy for students. Of course, with billions of dollars in scholarship money available each year, nothing should stop you from finding and winning more scholarships!

What can you do if your appeal is turned down?

Once you have exhausted the appeals process and have determined that your financial aid forms accurately represent your family’s financial situation your next best move is to apply for more scholarships and consider more affordable options on your list.

There are still many scholarships available for current high school seniors . Additionally, you should continue to apply for scholarships once you are in college (there are a number of scholarships available for college freshmen ).

In addition to scholarships, you may also qualify for federal work study , which is essentially a part time job to help pay for educational expenses.

If your financial situation simply won’t permit you to accept the college’s offer, there are many other options available . Coding bootcamps , certificate programs , and community college can all help you land a higher-paying job. These alternatives typically take a fraction of the time and cost of traditional college.

Finally, student loans or Income Share Agreements can be a last resort for paying for college. Students should consider all of their federal student loan options before considering any private student loans.

Recommended: How to apply for student loans

Key Takeaways

• Being accepted by a college means they want you to join their institution
• As a result, they may be open to considering you for additional merit scholarships
• Taking an hour to negotiate merit scholarship aid could result in thousands of dollars in scholarships down the line
• Financial aid appeals will not result in your admission being rescinded

Frequently asked questions about financial aid appeal letters

Will a college rescind my admission if i ask for more financial aid, could i lose my financial aid if i file a financial aid appeal, how do i ask for more financial aid from a college, what if i can't afford my financial aid package, what are some valid reasons for a financial aid appeal.

• A significant change in your family’s financial situation
• Recent unemployment
• High medical related expenses
• Changes in family size or dependency status
• Other extenuating circumstances

How long does it take to receive a response to a financial aid appeal letter?

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Article • 11 min read

How to Write a Great Cover Letter

Making first impressions count.

By the Mind Tools Content Team

Your dream job has opened up, at just the right time in your career! You've built up the skills and experience to take this next step, whether at your own organization or elsewhere, and you're fired up with enthusiasm.

But the deadline for applications is approaching fast. So, you update your résumé and, feeling positive about your chances, you even take your interview outfit to the dry cleaners!

Next, you sit down to write your cover letter – and your hands freeze over your keyboard. You're desperate to make a great first impression on the hiring manager, and to get your application to the top of the pile. Should the letter be formal or quirky? How much and what type of information should it contain?

In this article, we explore tips and techniques for writing a cover letter that can help you to get through to the next round of the recruitment process.

You can read the transcript of our cover letter video here .

This article gives general tips and guidance for writing a great cover letter, but there is no "one size fits all" template. After reading this article, use your own experience and judgment to decide on the best approach for the role that you are applying for, taking into account the organization's culture and best practices.

Preparing Your Cover Letter

First, you need to do some homework. Find out as much as you can about the team you are hoping to join. Start with your company's website and, if possible, the team's intranet. Then explore industry websites, journals or newsletters for news and information about the company and the industry in general.

This will help to make sure that you are fully up to date with current trends and potential pain points in your sector. You can use this information to gain a better understanding of what the team needs, and how you might be able to help.

Your cover letter needs to find the right tone, one that reflects the culture of your organization. Chances are, you're already familiar with this. But different teams and departments may have different ways of working. For example, do they have a formal, reserved approach, or a more relaxed and informal feel?

Next, look at your résumé from the hiring manager's point of view. Does it include anything that might concern them? For example, are there any gaps in your work history? Your cover letter should include brief explanations for these, such as taking a career break to raise your family.

If your résumé needs more than just a quick refresh, or you need to create one from scratch, you can find out how to do this with our article, Writing Your Résumé (CV) .

Cover Letter Basics

If you were meeting a potential boss for the first time, chances are you'd take extra care with your appearance. If you pay the same attention to your cover letter, that meeting will more likely take place! So, check and double check the following areas:

• Spelling and grammar: these mistakes are easily avoidable. A cover letter with spelling mistakes or missing words looks careless and unprofessional. Use a dictionary! Ask someone else to read your letter, too, as a "fresh pair of eyes" can pick up errors that you've missed. Reading it aloud can also help to ensure that the letter "flows."
• Consistency: for example, if you capitalize one job title – say, Marketing Executive – capitalize all the others, too. Our article, Encouraging Attention to Detail , has strategies for maintaining high standards of work.
• Confidence: avoid saying that you "believe" or "feel" that you are the right person for the job. Have the courage of your convictions and say that you know you are right for it.
• Jargon and clichés: use the correct technical terms where appropriate, but bear in mind that the first person to read your letter may be an HR manager, rather than the team leader or other expert. Also, jargon and acronyms can mean different things in different teams or businesses, so they could cause confusion. Similarly, avoid meaningless, over-used phrases such as "people person" or "thinking outside the box."

Writing a Compelling Cover Letter

Chances are, you're not the only person who sees the role as a dream opportunity. It may have attracted numerous applications. That means the hiring manager has to sift through a lot of cover letters, so they will want to see at a glance what you have to offer.

Brevity is key. As writer and editor Lily Herman instructs , "Keep it short (like, really short). Your cover letter should be a single page (no more!) and around 300-350 words."

Read our articles, Writing Skills and Keep It Simple , for guidance on getting your message across clearly and concisely.

Consider the following structure as a guide for your cover letter:

1. Introduce Yourself

Grab the reader's interest with your opening paragraph. In one or two sentences, tell them who you are, and why they should hire you, and express your enthusiasm for the role.

For example, you could say, "As a sales manager with six years' experience of motivating my team and exceeding my targets each quarter, I was excited to see your advertisement for regional sales director." This sounds much more appealing than, "I am writing to apply for the role of regional sales director, which was advertised on LinkedIn."

2. Explain Why You Are the Best Candidate

Next, describe what you can bring to the role. Give examples of skills that you've developed or successes that you've enjoyed that are relevant to the job description.

Be specific, and quantify your achievements wherever possible. If you've exceeded your sales targets, for example, give a percentage or monetary figure. Tell the truth, and don't be tempted to exaggerate or embellish your accomplishments – it's unethical, and will backfire if you are caught out.

3. Be Enthusiastic About the Role

You may have the qualifications and the experience to do the job, but employers also want to know that you feel passionate about the role and their organization. Describe why the company or department appeals to you. For example, you could explain that you share its values . This signals that you'll be engaged, committed, and likely to stick around.

4. Summarize and Request a Follow-Up

Finally, round up what you've written, and indicate your availability for interview. A strong closing paragraph could be, "I've always delivered outstanding results, and I've enjoyed every challenge that has come my way. I'd be delighted to meet with you and discuss the value that I can add to your team."

Formatting Your Cover Letter

Format your cover letter as though you were going to send it in the mail, even if you're sending it by email. This will make it look more professional.

Here's a point-by-point guide for laying out your cover letter:

• Write your name and address at the top of the page. Align it to the right.
• Write the name and address of the prospective employer. Align it to the left.
• Add the date of your letter under the employer's address, and align it to the left. Leave a line space between the address and the date.
• Begin your letter with "Dear…" and the name of the hiring manager. Avoid "To whom it may concern." If you don't know who to address the letter to, send the HR department an email asking for the appropriate recipient.
• Use a font that's clear and easy to read, such as Arial or Helvetica, with a type size of 10 or 12 points.
• Space your paragraphs, keep wide margins, and don't crowd the page.
• Leave a line space under the final paragraph, and sign off with "Yours sincerely" or "Best regards." Leave a couple of line spaces under the signoff, and then sign your name, typing it in full beneath your signature. If you are sending the letter digitally, it's not necessary to actually sign it – just type your name instead.

Consider sending your cover letter as a PDF file. PDFs are compatible with most computers and devices, so it should look the same on the recipient's screen as it does on your own.

Beware of These Cover Letter Pitfalls

Here are a few mistakes to avoid when writing a cover letter:

• Making jokes. Avoid doing this, because humor is highly subjective, and can be easily misunderstood.
• Mentioning your current salary, or salary expectation. Don't do this unless the job advertisement asks for it. This type of information is best left until you are able to negotiate a job offer .
• Copy and pasting. Of course, to a certain extent cover letters for different applications will overlap. But make sure that your cover letter is clearly written with the job you're applying for in mind – not a simple copy and paste with a few tweaks.

Your cover letter needs to show the recruiting manager that you're the right person for the job, and that you will be a good fit for the team. Research the role carefully, and pay attention to the tone and language that you use.

Your letter should fit on one page, and be presented in a way that's easy to read. It should follow this structure:

• Introduce yourself.
• Explain why you are the best candidate.
• Be enthusiastic about the role.
• Summarize and say that you are available for interview.

Try to give real examples that demonstrate your skills, or that show how you added value to your team or organization. But tell the truth! Don't exaggerate or embellish your accomplishments.

Finally, remember to check your letter carefully for mistakes, and then check it again.

Herman, L. (2016). '16 Secrets for Writing Cover Letters That Get You Hired,' Motto , February 26, 2016. Available here .

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How To Write an Effective Email Cover Letter (Template + Examples)

3 key takeaways

• An email cover letter is typically sent alongside a resume.
• Learn the structure and format of a winning email cover letter, and how to create your own.
• Teal’s AI Cover Letter Generator simplifies the process of creating cover letters tailored to each job.

When applying for a job online, an email cover letter is a crucial part of your application. It's your introduction, providing a personalized narrative that complements your resume and demonstrates your fit for the role.

A well-written email cover letter can distinguish you from other candidates and improve your chances of securing an interview.

This guide walks through best practices for writing an email cover letter, emphasizing the importance of personalization and professionalism.

Struggling to craft the perfect email cover letter? Get started with Teal’s AI Cover Letter Generator for free.

What is an email cover letter?

An email cover letter is a document sent with your resume when applying for a job online or via email. It's an introduction to your qualifications and interest in the role.

Email cover letters have become a standard part of the job application process, often serving as the first impression you make on a potential employer.

The primary role of an email cover letter is to complement your resume by providing context and a personalized narrative that demonstrates your fit for the position. An effective email cover letter can set you apart from other candidates and increase your chances of securing an interview.

Why email cover letters matter

Crafting a compelling email cover letter is more important today than ever before.

A well-written email cover letter can make the difference between your application being noticed or getting lost in a "maybe" bin with other candidates. It lets you showcase your personality, highlight your most relevant skills and experiences, and demonstrate your genuine interest in the position and company.

Plus, an impressive email cover letter can set the stage for a successful job interview.

It gives hiring managers a glimpse into your communication skills, attention to detail, and professionalism—all qualities employers highly value. A memorable email cover letter can pique the hiring manager's interest and make them eager to learn more about you during an interview.

In essence, your email cover letter is a powerful tool for marketing yourself, distinguishing your application, and increasing your chances of landing your dream job.

How to write an effective email cover letter

An effective email cover letter requires a strategic approach to capture the employer's attention and demonstrate your suitability for the role.

Follow these steps to craft a compelling email cover letter:

1. Craft an attention-grabbing subject line

Your subject line is the first thing the employer sees, so make it count. Use a clear and concise subject line that includes the job title and your name.

Marketing Manager Position - John Doe.

2. Address the recipient appropriately

Start your email cover letter with a proper salutation, addressing the hiring manager by name, if possible. If the name is unavailable, use a respectful greeting. 

Dear hiring manager,

3. Write an engaging introductory paragraph

In the opening paragraph, briefly introduce yourself, express your enthusiasm for the role, and provide a hook that piques the reader's interest.

Consider mentioning a mutual connection or a notable achievement relevant to the position.

4. Highlight your qualifications and fit for the role

The main body of your email cover letter should showcase your qualifications, experiences, and skills that align with the job requirements.

Quantify your resume and provide specific examples that demonstrate your potential value to the company. Mention how you can contribute to their success and why you are the ideal candidate.

Teal's AI Cover Letter Generator helps job seekers craft compelling cover letters that effectively highlight their accomplishments. 

Teal is able to analyze job descriptions to identify the most relevant skills and experiences to emphasize. It then helps you articulate these professional achievements more clearly and persuasively, ensuring your cover letter stands out.

Whether you're detailing a project that boosted sales by 25 percent or explaining how you led a successful team, Teal's AI Cover Letter Generator ensures your accomplishments are presented in the most impactful way, increasing your chances of making a strong impression on potential employers.

5. Express enthusiasm and a call to action

Conclude your email cover letter by reiterating your interest in the role and the company.

Express your enthusiasm for the opportunity and provide a call to action, such as requesting an interview or discussing your qualifications further.

6. Use a professional sign-off

End your email cover letter with a professional closing, such as "Sincerely," "Best regards," or "Thank you for your consideration."

Need help overcoming writer's block? Learn how to generate a great cover letter with ChatGPT cover letter prompts .

Tips for writing compelling email cover letters

Writing your first cover letter can be intimidating. Follow these tips to set yourself up for success:

• Keep it concise and focused: Aim for a length of three to four paragraphs, highlighting your most relevant qualifications and experiences.
• Personalize for each application: Tailor your email cover letter to the specific job and company, demonstrating your understanding of their needs and how you can contribute.
• Proofread carefully: Ensure your email cover letter is free from spelling, grammatical, and formatting errors, as it reflects your attention to detail.
• Incorporate keywords from the job description: Use relevant keywords and phrases from the job posting to show your alignment with the role's requirements.

Following a clear, professional format is crucial for creating an email cover letter that makes a strong first impression.

Writing email cover letters with AI

Struggling to craft the perfect cover letter for each job application? Research and compare the best AI cover letter writers to avoid writer’s block.

Teal's AI Cover Letter Generator takes the stress out of the process, allowing you to create effective, tailored cover letters in minutes, not hours.

With just a few clicks, its AI personalizes your cover letter to match any job description, highlighting your most relevant skills and experiences.

Plus, Teal intelligently adds keywords from the job descriptions to help make your cover letter more ATS-friendly, ensuring your application stands out with a professional, customized cover letter every time.

Proper email cover letter format

The standard parts of an email cover letter include:

1. Subject line

Your email cover letter's subject line is the first thing a hiring manager or recruiter will see. It's your chance to make a strong first impression and entice them to open your email.

When crafting your subject line, aim for clarity and conciseness.

Clearly state the purpose of your email, such as "Application for [Job Title] - [Your Name]."

This immediately lets the reader know what the email is about and who it's from.

Avoid using generic subject lines like "Resume" or "Job Application.” While descriptive, those terms are too vague and overused in application subject lines and, therefore, more likely to be overlooked.

To make your subject line stand out, consider including a unique selling point or achievement that aligns with the job requirements. This gives the reader a reason to learn more about you.

Lastly, keep your subject line short and sweet, ideally under 60 characters. That way it won't get cut off in the recipient's inbox preview.

Email cover letter subject line example:

Experienced Software Developer with Expertise in [Relevant Skill]

2. Salutation

One of the most important aspects of your email cover letter is addressing it to the right person.

Whenever possible, aim to find the hiring manager's name or person responsible for filling the position. This shows you've done your research and are genuinely interested in the role.

To find the hiring manager's name, review the job posting carefully. Sometimes, the contact person doesn't have their name listed in the ad. If not, visit the company's website and look for a "Team" or "About Us" page. You might find the name of the department head there.

If you still can't find a name, try searching for the company on LinkedIn. Look for people with titles like "Hiring Manager," "Recruiter," or "Human Resources Manager." You can also search for the head of the department related to the position.

If you exhaust all these options and still can't find a name, using a general salutation is okay.

"Dear Hiring Manager," "Dear Recruiting Team," or "Dear [Department] Team" are all appropriate choices. Avoid outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."

3. Opening paragraph

Your opening paragraph captures the hiring manager's attention and entices them to read further.

Keep your opening paragraph of your email cover letter short and impactful, ideally no more than three to four sentences.

Remember, your goal is to quickly capture the hiring manager's interest and encourage them to continue reading your email cover letter to discover how you can contribute to their organization's success.

Try the following to get started: 

• Express your enthusiasm for the opportunity and the company to make a strong first impression.
• Briefly mention how you discovered the position, whether it was through a job board, referral, or the company's website.
• Explain why you are interested in the role and company.
• Showcase your knowledge of the company’s mission, values, or recent achievements.
• Highlight one or two key qualifications that make you an excellent fit for the position.

Email cover letter intro example:

I was thrilled to come across the Marketing Manager position at [Company Name] on [Job Board]. With my 5+ years of experience in digital marketing and my passion for data-driven strategies, I am confident I would be a valuable asset to your team.

4. Body paragraphs

One of the most important aspects of crafting an effective email cover letter is showcasing your relevant skills and experience.

To make a strong impression on the hiring manager, carefully select the most impressive and pertinent qualifications from your background that align with the job requirements.

• Review the job description and identify the key skills, experience, and qualities the employer is seeking.
• Choose examples from your work history that demonstrate your proficiency in these areas.
• If the job posting emphasizes strong project management abilities, highlight a time when you successfully led a complex project from start to finish.
• Provide concrete details about your role, the challenges you faced, and the positive outcomes you achieved.
• Quantify your accomplishments wherever possible using hard numbers and metrics.
• Instead of stating you "improved sales," specify that you "boosted sales by 25% within the first quarter."
• Incorporate keywords and phrases from the job description into your email cover letter.

Many companies use applicant tracking systems (ATS) to screen candidates based on the presence of specific keywords. Naturally integrating these terms into your resume and cover letter also increases your chances of passing through the ATS and landing an interview.

Remember, the goal is to clarify to the hiring manager that you possess the necessary skills and experience to excel in the role.

5. Add a call to action

As you wrap up your email cover letter, be sure to finish strong and leave a lasting impression on the hiring manager. This is your golden opportunity to reiterate your enthusiasm for the role and the company, as well as your confidence in the fit.

Start by briefly recapping your key qualifications and how they align with the position's requirements. This reinforces why you're a strong candidate and reminds the reader of the value you can bring to their team.

Then, clearly state your desire to further discuss the opportunity and learn more about how you can contribute to the organization's success.

This call-to-action demonstrates your proactive approach and eagerness to take the next step in the hiring process.

6. Signature

Finally, end with a polite and professional sign-off.

Best regards, Sincerely, Thank you for your consideration.

Include your full name and contact details below your sign-off to make it easy for the hiring manager to reach out to you.

By leveraging AI to streamline formatting, you can ensure each email cover letter maintains a polished, professional appearance while focusing your time on tailoring the content to make a compelling case for your candidacy.

Need a bit of added help? Check out this resource to learn how to format your cover letter and stand out from the crowd.

Email cover letter sample

To help you visualize what an effective email cover letter looks like, let's explore a few examples for different scenarios:

Email cover letter example: marketing manager position

Subject : Experienced Marketing Manager Excited About [Company Name] Opportunity Dear [Hiring Manager's Name], I was thrilled to come across the Marketing Manager position at [Company Name]. With my 5+ years of experience leading successful marketing campaigns and driving brand growth, I am confident I would be a valuable addition to your team. In my current role at [Current Company], I have spearheaded several digital marketing initiatives that have increased website traffic by 40% and generated a 20% increase in lead conversions. I am well-versed in developing data-driven strategies and collaborating with cross-functional teams to achieve measurable results. I am particularly drawn to [Company Name]'s mission of [Company Mission] and believe my skills and experience align perfectly with the goals you aim to achieve. I would welcome the opportunity to further discuss how I can contribute to your marketing efforts and help drive your company's continued success. Thank you for considering my application. You will find my resume attached for your review and look forward to the possibility of an interview. Best regards,  [Your Name]

Why it works

This email cover letter works effectively for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows that the applicant has taken the time to research and personalize their application, which demonstrates genuine interest in the position and company.
• Clear and enthusiastic introduction : The opening sentence clearly states the position applied for and expresses enthusiasm, capturing the hiring manager's attention right away.
• Relevant experience and achievements : The applicant highlights their 5+ years of experience and provides specific, quantifiable achievements, such as increasing website traffic by 40 percent and lead conversions by 20 percent. This demonstrates their ability to deliver results and adds credibility to their application.
• Alignment with company mission : By mentioning the company’s mission and explaining how their skills and experience align with the company's goals, the applicant shows they have researched the company and understand its values and objectives.
• Collaborative skills : The applicant emphasizes their ability to work with cross-functional teams and develop data-driven strategies, showcasing their collaborative and analytical skills, which are valuable in a marketing role.
• Professional and polite closing : The closing paragraph reiterates the applicant’s interest in the role, thanks the hiring manager for their consideration, and includes a call to action by expressing eagerness for an interview. This leaves a positive and proactive impression.
• Attachment of resume : Mentioning the attached resume ensures the hiring manager is aware of where to find it, providing a complete picture of the applicant's qualifications.

Overall, this email cover letter is concise, well-structured, and tailored to the specific job and company, effectively showcasing the applicant's qualifications and enthusiasm for the role.

Email cover letter example: software developer position

Subject : Passionate Software Developer Ready to Contribute to [Company Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the Software Developer position at [Company Name]. As a skilled developer with extensive experience in [Programming Languages/Frameworks], I am excited about the opportunity to bring my technical expertise to support your mission. During my time at [Current Company], I have been responsible for developing and maintaining several complex applications. One notable project involved creating a user-friendly web application that streamlined internal processes, resulting in a 30% increase in efficiency. I pride myself on writing clean, maintainable code and collaborating effectively with team members. I am impressed by [Company Name]'s commitment to pushing the boundaries of technology and creating cutting-edge solutions. I believe that my problem-solving skills and passion for innovation make me an ideal fit for your development team. I have attached my resume, which further highlights my qualifications and experience. I would appreciate the opportunity to discuss how I can contribute to [Company Name]'s success. Thank you for your time and consideration. Sincerely,  [Your Name]

This email cover letter works well for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows the applicant has taken the time to research and personalize their application, demonstrating genuine interest in the position and company.
• Relevant technical skills : The applicant mentions their experience with specific programming languages and frameworks, highlighting their technical expertise and aligning with the job requirements.
• Quantifiable achievements : The applicant provides a specific example of their work, noting a 30 percent increase in efficiency from a user-friendly web application they developed. This demonstrates their ability to deliver tangible results and showcases their impact on previous projects.
• Alignment with company goals : By expressing admiration for the company’s commitment to innovation and technology, the applicant shows they have researched the company and aligns with its values and mission.
• Highlighting key strengths : The applicant emphasizes their problem-solving skills, passion for innovation, and ability to write clean, maintainable code, which are essential qualities for a software developer.
• Attachment of resume : Mentioning the attached resume ensures that the hiring manager is aware of additional details supporting the application, providing a complete picture of the applicant's qualifications.

For more inspiration and guidance, check out Teal's extensive collection of cover letter examples spanning various industries and roles.

How to proofread and edit your email cover letter

A well-polished cover letter demonstrates attention to detail and professionalism, increasing your chances of impressing the hiring manager.

Before hitting send on your email cover letter, take the time to carefully proofread and edit your work by following these steps:

1. Review your email cover letter for any spelling or grammatical errors. Even minor mistakes can make you appear careless or unqualified.

2. Use spell-check tools and read through the content slowly to catch any typos or awkward phrasing.

3. Assess the overall flow and tone of your writing. Does your email cover letter have a logical progression of ideas? Is the tone appropriate for the company culture and industry?

4. Make sure your personality shines through while maintaining a professional demeanor.

5. Get a second opinion. Consider having a trusted friend, family member, or mentor review your email cover letter as well. 

A second set of eyes can often spot issues you may have missed and provide valuable feedback for improvement.

Remember, a little extra effort in the editing process can go a long way in making a positive first impression on potential employers.

How to send your email cover letter

Once you've crafted a compelling email cover letter, you need to send it correctly to ensure it reaches the hiring manager and makes the desired impact.

1. Use a professional email address

Create an email address that includes your name, such as [email protected] . Avoid using casual or outdated email addresses that could undermine your credibility.

2. Attach your cover letter and resume

Use widely accepted file formats such as PDF or Microsoft Word (.doc or .docx). PDF resumes are often preferred because they preserve the formatting and layout of your documents across different devices and platforms.

3. Name your attachments professionally

Name your attachments clearly, such as "FirstName_LastName_Cover_Letter.pdf" and "FirstName_LastName_Resume.pdf."

This makes it easy for the hiring manager to identify and keep track of your application materials.

4. Double-check before sending

Before hitting send, double-check that you've attached both your cover letter and resume.

It's also a good idea to test your email by sending it to yourself or a friend to ensure that the attachments open correctly and the formatting appears as intended. This extra step can help you avoid any last-minute technical issues that could derail your application.

Write cover letters faster with Teal

Writing an effective email cover letter can be time-consuming and daunting, especially when you're applying for multiple positions.

Teal's AI Cover Letter Generator simplifies the process, allowing you to generate a compelling email cover letter in minutes.

The AI-powered Cover Letter Generator guides you through the essential components, ensuring you don't miss any crucial elements. Simply input key information about your background and the job you're applying for, and the tool will craft a personalized email cover letter that highlights your relevant skills and experience.

One of the most significant advantages of using Teal's AI Cover Letter Generator is its ability to create customized content for each application. The tool analyzes the job description and incorporates relevant keywords and phrases, demonstrating to hiring managers that you're a strong fit for the role. This level of customization can significantly increase your chances of standing out from other job seekers.

Rather than starting from scratch for each application, you can leverage AI suggestions to quickly assemble a polished email cover letter. This efficiency allows you to focus your energy on other aspects of your job search, such as networking and interview preparation.

Try out Teal's AI Cover Letter Generator today.

Frequently Asked Questions

Is it okay to write a cover letter in the email body.

It depends on the company size and hiring process. Small companies with fewer applications to manage may prefer the cover letter in the email, while larger companies will need it as an attachment to add to a candidate’s file.

Can the email message itself serve as the cover letter?

In some cases, the email message can serve as your cover letter, particularly if the job posting explicitly states this preference. If taking this approach, craft the email with the same level of care and attention you would give to a formal cover letter document.

How to choose between PDF and Word attachments?

When it comes to attaching your cover letter and resume, both PDF and Word resumes are generally accepted. PDFs are often preferred as they preserve the formatting and layout, ensuring your documents appear exactly as intended.

Nathan Thompson

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How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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