APPEALS WORK

[Adapted from "Writing an Effective Appeal or Request Letter," by Frances Bauer, Ombuds at the University of Western Ontario.  Used with permission.]

Writing a letter of appeal to challenge a grade or a letter of complaint about services received in a particular office can be a daunting task. Don't let yourself be overwhelmed with the thought of constructing such a letter, simply follow a couple of guidelines in drafting an appeal or complaint.

THINGS TO INCLUDE:
Let the recipient know straight away who you are and what you are writing about.
Use a letterhead format with your full name, student ID number, mailing address, and telephone number. This makes it easy for administrators to get in touch with you.
Remember to provide pertinent information such as the quarter the class was taken in, the course number, and the instructor's name, or the date of the incident, the place where it occurred, and identify any person[s] involved.
Include any documentation required by policy or needed to substantiate your claims.

STICK TO THE FACTS:
Aim for a one page letter, two at the very most.
Information should have a direct bearing on the matter you are appealing or complaining about.
Explain why you are making the appeal or complaint, attempt to persuade your audience while remaining truthful and as objective as possible.

CLOSURE:
Indicate a follow-up date on your part, for instance, "I'll phone your office on Monday the 12th, so you have the opportunity to review the situation", or let the person[s] know that you are looking forward to their reply.
Thank the faculty or staff member for their time and their attention to the matter.
Keep copies of all letters sent or received, as well as relevant documents and forms.