Have you ever faced a situation at work that left you feeling wronged or unfairly treated?
Whether it’s a disciplinary action, denied promotion, or unfair performance review, you have the right to appeal the decision to your company’s Human Resources department.
But crafting an effective appeal letter can be tricky—you want to make your case clearly and persuasively, without coming across as defensive or confrontational.
That’s where sample appeal letters can be incredibly helpful.
By seeing how others have successfully navigated similar situations, you can gain insights and inspiration for your appeal.
So let’s dive in and explore 15 real-life examples of powerful, well-written letters that made a difference.
Sample Letters of Appeal to HR
Here’s a quick look at the 15 sample letters we’ll be covering:
- Appeal of Disciplinary Action for Tardiness
- Appeal of Denied Promotion Due to Lack of Experience
- Appeal of Unfair Performance Review Rating
- Appeal of Wrongful Termination
- Appeal to Reconsider Rejection of Leave Request
- Appeal for Exception to Educational Requirement for Promotion
- Appeal of Demotion Due to Restructuring
- Appeal of Suspension Without Pay
- Appeal to Reinstate Benefits After Exceeding Leave
- Appeal of Rejection for Internal Job Transfer
- Appeal of Mandatory Unpaid Furlough Days
- Appeal of Denied Tuition Reimbursement
- Appeal for Reconsideration of Severance Package
- Appeal to Honor Original Job Offer After Rescission
- Appeal of Forced Resignation in Lieu of Termination
1. Appeal of Disciplinary Action for Tardiness
Subject: Appeal of Written Warning for Tardiness – John Smith
Dear Human Resources,
I am writing to respectfully appeal the written warning I received on October 15, 2024 regarding tardiness. While I understand the importance of arriving to work on time, I believe there are extenuating circumstances that warrant reconsideration of this disciplinary action.
Over the past month, I have been late to the office on three occasions due to significant traffic delays caused by construction on my commute route. This construction project was unannounced, and the resulting congestion has increased my travel time by 30-45 minutes. I made every effort to plan accordingly once I became aware of the delays, including leaving my house earlier and taking alternate routes when feasible.
Before this recent spate of tardiness, I have maintained an exemplary attendance record over my five years with the company. I consistently arrive early, and often stay late to ensure my work is complete. My dedication to my job has not wavered, as evidenced by my recent “exceeds expectations” rating on my annual performance review.
I am fully committed to my responsibilities and this company. To proactively address the situation, I am happy to discuss options such as temporarily adjusting my work hours or working remotely on days when traffic is predicted to be especially heavy. My goal is to continue performing at the highest level.
Thank you for your understanding and consideration of my appeal. I welcome the opportunity to discuss this matter further and find a positive resolution.
Sincerely,
John Smith
Senior Business Analyst
2. Appeal of Denied Promotion Due to Lack of Experience
Subject: Appeal of Denied Promotion to Sales Manager Role
Dear HR Team,
I am writing to appeal the decision to deny me the promotion to the Sales Manager position. While I respect the selection process and the chosen candidate, I strongly believe my experience and qualifications merit reconsideration for this role.
During the interview, it was stated that the primary reason I was not selected was my lack of direct management experience compared to the other finalists. However, I would argue that my experience successfully leading numerous high-stakes projects for our biggest client accounts has provided me with comparable leadership skills. In my current Account Executive role, I regularly oversee cross-functional teams, delegate tasks, provide coaching and feedback, and ensure on-time, on-budget delivery. The largest of these projects had a team of 15 and a budget of $1.2M.
Additionally, my tenure with the company and deep knowledge of our products and sales processes would allow me to hit the ground running and make an immediate positive impact as Sales Manager. I have consistently exceeded my quotas, including a record-breaking 175% attainment last quarter. I am also frequently called upon to train and mentor new hires.
I am extremely passionate about this company and confident in my ability to excel in a management capacity. If given the opportunity, I know I can be a motivating and effective leader for the sales team.
I would appreciate the opportunity to further discuss my qualifications and this appeal with you and the hiring manager. Thank you in advance for your reconsideration.
Best regards,
Maria Hernandez
Senior Account Executive
3. Appeal of Unfair Performance Review Rating
Subject: Rebuttal to Annual Performance Review Rating
Dear Human Resources,
The purpose of this letter is to formally appeal my “Needs Improvement” rating on my recent annual performance review. I strongly believe this assessment does not accurately reflect my contributions and accomplishments over the past year.
The primary justification provided for the low rating was two missed project deadlines. However, these delays were largely due to factors outside my control, including the unexpected medical leave of a key team member and delayed deliverables from an external vendor. Despite these challenges, I put in significant overtime, including multiple weekends, to complete the projects only one week past the original deadlines. The results exceeded client expectations and resulted in additional business for our company.
Furthermore, my review failed to recognize several significant achievements from this performance period:
– Implemented a new quality control process that reduced defects by 35%
– Negotiated a new contract with a supplier, saving the department $85,000
– Received a client commendation for exceptional service and named “Team Member of the Month” in August
I take great pride in my work and am committed to continuous improvement. I actively seek out feedback and strive to exceed expectations. To be rated as “Needs Improvement” is highly discouraging and demotivating.
I respectfully request that my performance rating be reconsidered in light of this additional context regarding my performance challenges and accomplishments. I would appreciate the opportunity to discuss this appeal directly with HR and my manager.
Sincerely,
Rajesh Patel
Quality Assurance Engineer
4. Appeal of Wrongful Termination
Subject: Wrongful Termination Appeal – Alex Novak
Dear HR Department,
I am writing to appeal my termination from my position as Marketing Coordinator, which I strongly believe to be wrongful and unjustified. The reason provided for my firing was “failure to follow directives,” but this assessment is inaccurate and lacks crucial context.
The incident in question involved my refusal to comply with my manager’s request to use copyrighted photos in our new ad campaign without obtaining proper licensing. As I explained to my manager, doing so would constitute intellectual property infringement and put the company at legal risk. I provided several alternative public domain image options and even offered to reach out to the copyright holder to inquire about purchasing a license.
My manager dismissed these suggestions and implied that my job would be at risk if I did not use the copyrighted images as directed. Faced with the choice of following an unethical and illegal directive or standing firm in my objection, I chose to do what I believed was right, even at the risk of losing my job.
I have always prided myself on my integrity and strong moral compass. In my three years with this company, I have never had a negative performance review, and have often been praised for my creativity, collaboration, and dedication. To be summarily dismissed for advocating for ethical practices is shocking and deeply upsetting.
I hereby request a thorough investigation into the circumstances of my termination and full reinstatement of my position. I am prepared to provide additional documentation and testimony to support my case.
Thank you for your attention to this serious matter. I look forward to a fair resolution.
Sincerely,
Alex Novak
5. Appeal to Reconsider Rejection of Leave Request
Subject: Reconsideration of Denied Leave Request (Oct 5-9)
Dear HR,
I am reaching out to request that you reconsider the denial of my leave request for October 5-9, 2024. I understand that my request was made with relatively short notice and that my absence may create some scheduling challenges for my team. However, I have a compelling reason for needing this time off.
My leave request is to attend my brother’s wedding, in which I am the best man. This is an event that has been planned for over a year, and my involvement is not something I can easily step back from, logistically or emotionally. When I submitted the initial request two weeks ago, I was not aware that this would coincide with the anticipated launch of our Q4 marketing campaign.
I realize now that my absence during this critical time would put an added burden on my colleagues. To mitigate this, I propose the following:
– I will work overtime the week prior to ensure all my campaign tasks are complete before my leave.
– I will be available to respond to any urgent emails or questions while I am away.
– I will arrange a detailed handover to my backup and create an extensive campaign brief to ensure no balls are dropped.
This is an important family milestone that I cannot miss. At the same time, I remain fully committed to my role and responsibilities. I believe with proper planning, we can make this work without significant disruption.
Thank you for reconsidering my request. I am happy to discuss further if you have any questions or concerns.
Best,
Ethan Meuller
Marketing Specialist
6. Appeal for Exception to Educational Requirement for Promotion
Subject: Appeal for Waiver of Degree Requirement – Sr. Engineer Promotion
Dear Human Resources,
I am writing to request an exception to the educational requirement for the Senior Software Engineer promotion for which I recently applied. The job posting lists a Bachelor’s degree in Computer Science as a requirement, which I admittedly do not possess. However, I strongly believe that my extensive relevant experience and proven track record more than compensate for my lack of a formal degree.
Over the past eight years with this company, I have consistently demonstrated my technical expertise, problem-solving skills, and leadership abilities. Some of my most notable accomplishments include:
– Developing a new automated testing framework that reduced QA time by 40%
– Spearheading the successful migration of our legacy system to a microservices architecture
– Mentoring and training several junior developers who have gone on to excel in their roles
– Receiving the “Innovation Star” award for my contributions to our flagship product
Furthermore, I have made it a priority to continuously update my skills through professional development. I have completed numerous online courses and certifications in advanced topics such as machine learning, cloud computing, and agile methodologies. I am also an active contributor to several open-source projects and regularly present at industry conferences.
I am fully confident in my ability to excel in the Senior Software Engineer role, degree or not. I am a quick learner, a dedicated problem solver, and a proven team leader. I believe that my practical experience and demonstrated results are a stronger indicator of my capabilities than a formal education.
I kindly request that you waive the degree requirement and consider me for promotion based on my merits and track record. I am happy to provide any additional information or endorsements to support my case.
Thank you for your consideration.
Sincerely,
Sarah Thompson
Software Engineer
7. Appeal of Demotion Due to Restructuring
Subject: Appeal of Demotion – Department Restructuring
Dear HR Team,
I am writing to formally appeal my demotion from Department Lead to Senior Analyst as part of the recent restructuring. While I understand the need for organizational changes to meet evolving business needs, I believe this demotion unfairly reflects on my performance and contributions.
For the past four years as Department Lead, I have worked tirelessly to build and manage a high-performing team. Under my leadership, we have consistently exceeded our KPIs, improved operational efficiency, and received top satisfaction scores from both internal and external stakeholders. Most recently, I led the successful implementation of Project Zenith which was delivered on time, under budget, and is projected to save the company $2.5M annually.
Given my strong track record, I was shocked and dismayed to learn that I was being demoted while many of my peers in similar roles maintained their positions. This decision seems to be more a matter of politics and favoritism than a fair assessment of individual merit.
Not only does this demotion fail to recognize my hard work and accomplishments, but it also significantly reduces my responsibilities and growth opportunities. As someone who prides themselves on continuous learning and taking on new challenges, this is highly demotivating.
I have been a loyal and dedicated employee and an ambassador for our company’s culture and values. I am now questioning my future with an organization that does not seem to reciprocate that loyalty and dedication.
I respectfully request that you reconsider this demotion and reinstate me to my previous role as Department Lead. At the very least, I would appreciate a more detailed explanation of the justification for this decision and an opportunity to discuss potential alternative roles that better align with my skills and experience.
Thank you for your attention to this matter.
Sincerely,
Liam O’Connor
8. Appeal of Suspension Without Pay
Subject: Appeal of 5-Day Unpaid Suspension – Emily Chen
Dear HR Department,
I am writing to appeal the 5-day suspension without pay that I received on July 10, 2024. I believe this disciplinary action is disproportionate to the alleged offense and fails to consider the full context of the situation.
The suspension cites a violation of company social media policy, specifically a Facebook post in which I expressed frustration with a new company policy. While I regret the negative tone of my post and understand how it could be interpreted as unprofessional, I do not believe it warranted such a severe penalty.
Firstly, the post was made on my account and did not mention the company by name. It was a brief, isolated incident of venting and not a systematic attempt to disparage the company. I have always been very cautious about keeping my personal and professional online presence separate.
Secondly, I have an otherwise spotless disciplinary record over my seven years with the company. I have consistently demonstrated my dedication, reliability, and alignment with company values. This lapse in judgment is not reflective of my overall character or commitment as an employee.
Lastly, a 5-day suspension creates significant financial hardship for me as a single parent. Losing a week’s pay would impact my ability to cover essential expenses like childcare and utilities. It also unfairly penalizes my team who will have to cover my workload in my absence.
I take full responsibility for my actions and am prepared to delete the offending post and issue a sincere apology. Going forward, I will be extra vigilant about maintaining a fully professional online presence.
In light of these circumstances, I respectfully request that the suspension be reduced or replaced with a less severe disciplinary action, such as a written warning. I value my job and my contributions to this company and am committed to learning from this experience and being an exemplary employee.
Thank you for considering my appeal.
Sincerely,
Emily Chen
Customer Service Representative
9. Appeal to Reinstate Benefits After Exceeding Leave
Subject: Appeal to Reinstate Benefits After Exceeding Medical Leave
Dear Benefits Coordinator,
I am writing to appeal the termination of my health insurance coverage and request that my benefits be reinstated. I understand that my benefits were revoked because I exceeded the maximum allowed medical leave under company policy. However, I believe there are compelling reasons to make an exception in my case.
As you may be aware, I was diagnosed with stage 3 breast cancer earlier this year. My treatment plan, which included surgery, chemotherapy, and radiation, necessitated that I take an extended medical leave. While I had initially hoped to return to work after 12 weeks, complications from my treatment and a slower-than-expected recovery have prevented me from doing so.
Losing my health insurance coverage at this critical juncture is devastating. I am in the middle of my treatment plan and rely on my insurance to cover the substantial costs of my care. Without coverage, I may have to delay or forego life-saving treatments. This not only jeopardizes my health and recovery but also prolongs my eventual return to work.
I have been a dedicated employee for 10 years and have always been a top performer. Before my diagnosis, I had an excellent attendance record and rarely utilized sick days. I fully intend to return to my position as soon as I am medically cleared to do so.
I am requesting that you make an exception to the leave policy and reinstate my benefits for the duration of my treatment. This small accommodation would make a monumental difference in my ability to focus on my recovery and eventual return to work.
I understand that policies exist for a reason and exceptions cannot always be made. However, I believe that supporting employees through extraordinary health crises is not only a compassionate choice but also a sound business decision. Investing in my recovery is an investment in retaining a loyal and productive long-term employee.
Please advise me of the appeals process and any documentation I need to provide to support my request. I am happy to provide a detailed letter from my oncologist outlining my treatment plan and prognosis.
Thank you for your understanding and consideration.
Sincerely,
Samantha Brown
Senior Financial Analyst
10. Appeal of Rejection for Internal Job Transfer
Subject: Appeal of Rejection for Transfer to Marketing Manager Position
Dear Hiring Manager and HR,
I am writing to appeal the decision to reject my application for the internal transfer to the Marketing Manager position. As a high-performing Sales Representative with five years of tenure at the company, I believe I am uniquely qualified for this role and deserve further consideration.
In my current position, I have consistently exceeded my sales targets, including a record-breaking 150% of the quota last quarter. I have a deep understanding of our products, target markets, and customer needs. This knowledge would be invaluable in developing effective marketing strategies.
Moreover, I have demonstrated many of the key skills required for the Marketing Manager role. For example:
– I have initiated and led several successful cross-promotional campaigns with our partners, showcasing my ability to think strategically and execute complex projects.
– I regularly analyze market trends and competitive intelligence to inform my sales approach, demonstrating my analytical and research skills.
– I have a proven track record of crafting compelling pitches and presentations, highlighting my strong communication abilities.
While I may not have formal marketing experience, I believe my transferable skills, company knowledge, and drive to learn make me a strong candidate. I am excited about the opportunity to bring my unique perspective and skillset to the marketing team.
I am requesting that my application be reconsidered and that I be allowed to interview for the position. I am confident that given the chance, I can demonstrate how my experience in sales can translate into marketing success.
Thank you for your time and consideration.
Best regards,
Lucas Kim
Sales Representative
11. Appeal of Mandatory Unpaid Furlough Days
Subject: Appeal of Mandatory 5-Day Unpaid Furlough
Dear HR Director,
I am writing to express my concern about the recently announced mandatory five-day unpaid furlough for all employees. While I understand the financial pressures the company is facing due to the economic downturn, I believe this one-size-fits-all approach disproportionately impacts lower-wage earners and fails to consider individual circumstances.
As an hourly employee, losing a week’s worth of pay is a significant hardship. It represents nearly 10% of my annual income. This loss of income will strain my ability to cover basic living expenses and provide for my family.
Moreover, the timing of this furlough coincides with my planned surgery, which I have already delayed once due to financial constraints. Losing an additional week of pay during my recovery period will compound the financial burden I am already facing.
I have been a loyal and hard-working employee for six years. I have always been willing to go above and beyond, including volunteering for additional shifts and cross-training to support other departments. It is disheartening to feel that this dedication is not being reciprocated in a time of need.
I am requesting an exemption from the mandatory furlough or, at the very least, the option to spread the unpaid days over several months to lessen the immediate financial impact. I am also open to discussing alternative cost-saving measures that don’t put such a heavy burden on individual employees.
I appreciate your understanding and consideration of my situation. I remain committed to my job and to helping the company weather this challenging time.
Sincerely,
Maggie Patel
Customer Service Representative
12. Appeal of Denied Tuition Reimbursement
Subject: Appeal of Denied Tuition Reimbursement for MBA Program
Dear Benefits Committee,
I am writing to appeal the denial of my tuition reimbursement request for the Executive MBA program at City University. As a manager with aspirations of moving into a leadership role, I believe this program is critical for my professional development and future contributions to the company.
The denial letter stated that my program of study was not sufficiently job-related to qualify for reimbursement under company policy. However, I strongly believe that the skills and knowledge I would gain from an MBA are directly applicable to my current and future roles within the organization.
The Executive MBA program covers essential topics such as strategic management, financial analysis, leadership, and innovation. These are competencies that are critical for effectiveness in my current role as Operations Manager and are also necessary for advancement into senior management positions.
Furthermore, investing in my education is an investment in the long-term success of our company. By developing high-potential employees like myself, the organization is ensuring a pipeline of future leaders who are equipped to tackle the complex business challenges of tomorrow.
I have been a dedicated employee for eight years, consistently receiving top performance ratings and taking on additional responsibilities. I see my future career path with this company and am committed to using my education to drive our continued success.
I kindly request that you reconsider my tuition reimbursement request. I would be happy to provide additional documentation on how the coursework aligns with my job duties and company objectives, as well as a letter of endorsement from my manager.
Thank you for your reconsideration.
Sincerely,
Emily Garcia
Operations Manager
13. Appeal for Reconsideration of Severance Package
Subject: Reconsideration of Severance Terms
Dear Human Resources,
I am writing to request a reconsideration of the severance package offered to me as part of the recent layoffs. While I understand the difficult position the company is in and appreciate the gesture of a severance offer, I believe the current terms fail to adequately recognize my contributions and tenure.
During my 12 years with the company, I have been a dedicated and high-performing employee. I have consistently received excellent performance reviews, regularly taken on additional responsibilities, and contributed to numerous high-impact projects. Most recently, I led the development and launch of our new flagship product, which has generated significant revenue and market share for the company.
Given my long tenure, strong track record, and significant contributions, I am disappointed by the severance package of four weeks of pay. This is barely more than the standard two weeks offered to all employees, regardless of their length of service or performance.
Moreover, the abrupt loss of my job and health insurance creates significant financial hardship for my family. My spouse has a chronic health condition and relies on my insurance for critical medical care. Four weeks of pay barely covers our out-of-pocket medical expenses, let alone our living costs while I search for new employment.
I am requesting that you reconsider the severance terms and offer a package that is more commensurate with my 12 years of dedicated service. Specifically, I am asking for:
– 12 weeks of severance pay
– A 6-month extension of health benefits
– Outplacement services to assist with my job search
I believe these terms are fair and reasonable given my tenure and contributions. They would provide a critical safety net for me and my family during this challenging transition.
I appreciate your reconsideration of this matter. I have given a significant part of my career to this company and hope that my loyalty and dedication will be recognized in my severance terms.
Sincerely,
John Maxwell
Senior Product Manager
14. Appeal to Honor Original Job Offer After Rescission
Subject: Reconsideration of Rescinded Job Offer – Financial Analyst Position
Dear Hiring Manager,
I am reaching out regarding the recent rescission of my job offer for the Financial Analyst position, which I was set to start next Monday. I was deeply disappointed and confused to receive the call yesterday informing me that the offer was being withdrawn due to an unexpected hiring freeze.
When I received the initial offer two weeks ago, I was thrilled about the opportunity to bring my skills and experience to your company. In preparation for my start date, I have already taken several significant steps, including:
– Resigning from my current position, effective this Friday
– Declining a competing job offer from another firm
– Ending my apartment lease and making a non-refundable deposit on a new place closer to your office
The sudden withdrawal of the offer has put me in a very precarious position, both professionally and personally. I am now unemployed with a looming housing transition and no clear prospects, as I ceased my job search after accepting your offer in good faith.
I understand that hiring freezes are sometimes an unfortunate business necessity. However, given the advanced stage of our process and the steps I’ve taken in reliance on the offer, I believe it would be mutually beneficial for the company to honor its original commitment.
I am a highly qualified candidate who is excited about contributing to your team. I am prepared to be flexible on my start date or to initially take on a contract or part-time role if that would help ease the transition during this challenging time for the company.
I kindly request that you reconsider the rescission of my offer and explore alternative ways to bring me on board. I am eager to find a solution that works for both of us.
Thank you for your understanding and consideration.
Best regards,
Sarah Thompson
15. Appeal of Forced Resignation in Lieu of Termination
Subject: Appeal of Forced Resignation – Elizabeth Johnson
Dear HR Director,
I am writing to appeal the forced resignation that was presented to me by my manager on Friday, July 28th. I believe this action was unjustified and I am requesting an investigation into the circumstances surrounding this decision.
On the afternoon of the 28th, I was called into a meeting with my manager and an HR representative. I was informed that there had been complaints about my “attitude” and “lack of teamwork.” I was not provided with any specific examples or documentation of these alleged issues. I was then told that I could either resign immediately or face termination. Feeling pressured and without the opportunity to adequately defend myself, I reluctantly chose to resign.
Upon reflection, I strongly believe this forced resignation was retaliatory. Just two weeks prior, I had filed a complaint with HR regarding my manager’s inappropriate and discriminatory comments about my age and family status. I believe my manager’s actions are a direct response to my complaint and an attempt to preempt any further investigation.
Throughout my five years with the company, I have been a dedicated and collaborative team member. My performance reviews have consistently been positive, and I have never before received any complaints about my attitude or teamwork. The sudden emergence of these vague issues, without any prior feedback or opportunity for improvement, suggests they are pretextual.
I am requesting a thorough investigation into my forced resignation and the events leading up to it. I am also requesting a review of my manager’s conduct and the handling of my prior complaint. I believe a fair investigation will demonstrate that the allegations against me are baseless and that I was forced out in retaliation for speaking up about discrimination.
I am seeking reinstatement to my position with assurances that I will not face further retaliation. Alternatively, if reinstatement is not possible, I am requesting a severance package commensurate with my years of service and the circumstances of my forced resignation.
Thank you for your prompt attention to this serious matter. I am prepared to provide any additional information or documentation needed for the investigation.
Sincerely,
Elizabeth Johnson
Appeal Letter Tips: Wrapping Up
Writing an effective appeal letter is an important skill, whether you’re challenging a disciplinary action, fighting for a promotion, or requesting an exception to a policy.
By studying the sample letters provided, you can learn how to structure your argument, provide relevant evidence, and make a compelling case for your request.
Remember, an appeal letter is your opportunity to advocate for yourself and ensure your voice is heard.
Be clear, concise, and professional in your writing, but also don’t be afraid to convey the personal impact of the situation.
With a well-crafted appeal letter, you can often change the outcome of a decision and protect your rights and interests as an employee.