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Content and Tone Opening Statement. The first sentence or two should state the purpose of the letter clearly. ... Be Factual. Include factual detail but avoid dramatizing the situation. ... Be Specific. ... Documentation. ... Stick to the Point. ... Do Not Try to Manipulate the Reader. ... How to Talk About Feelings. ... Be Brief.
I am aware that my grades have been very low the last two semesters. This is my own fault and I take full responsibility. I write this appeal letter to explain the cause and to ask you to please consider reinstating me in the fall. My poor grades were not due to low ability or too much partying like you might imagine.
You will want to include your side of the story. Write the letter assuming that your readers do not know what happened, are not experts in the subject matter of your coursework, and that they genuinely want to find out the truth of the situation. You want to include explanations and evidence, but avoid making excuses.
Be as specific as possible. Provide any evidence that you were doing well until the circumstances occurred. If you performed well in other courses but not a specific course, be very clear about what factors influenced your performance in that specific course and why other courses were not affected.
Describe the circumstances that affected your studies (e.g. family or life hardships, health, disability, etc.). Address what you have done/will do to improve your performance for future studies. While the appearance of a letter is important, the content and tone will determine the effectiveness of your letter.