How to Write an Appeal Letter: An Ultimate Writing Guide. : ThyBlackMan

Sunday, December 8, 2019


How to Write an Appeal Letter: An Ultimate Writing Guide.

October 28, 2019 by  
Filed under Education, News, Opinion, Weekly Columns

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(ThyBlackMan.com) Do you think that the decision taken about you is wrong? Want to get a second chance? Writing an appeal letter is a good opportunity to provide the facts that may help you to achieve the goal. You should follow the tips on how to write a high-quality appeal letter before sending it. Make sure you have a clear understanding of the purpose of writing this kind of letter and get started. 

Main features of an appeal letter

Experts from ResumeCvWriter say that appeal letter is perhaps the most common form of business correspondence. The number of situations that make it necessary to write an appeal is incalculable. This is obtaining information, coordination of actions, prompting to any action, etc. The letter is written in free form, by hand or electronically, and has many features:

  • The language should be close to the official, concise, competent, as unemotional as possible, without using offensive language or ambiguous expressions. 
  • Events should be presented consistently, the situation is shown as objectively as possible, but at the same time, briefly and clearly, without unnecessary details. 
  • It is desirable that the volume of the appeal was not more than one A4 sheet. The letter must be accompanied by documents confirming the arguments.

The composition and structure of the letter are not much different from the standard formal letters.  As a rule, the text of the letter consists of two parts we’ll discuss below.

Tips for writing the introductory part

The essence of the case is stated in a narrative form, explains the motives, the reasons for the appeal. The following standard expressions are often used here. The reason for appeal:

  • Due to non-receipt;
  • Given the social significance;
  • Taking into account (our many years of cooperation);
  • Considering (the long-term and fruitful nature of our business relationships);
  • Due to the inconsistency of your actions with previous agreements;
  • Due to the delay in receiving the goods;
  • Based on the results of the negotiations on;

When writing about the appeal goal, use the following phrases: 

  • To fulfill the order;
  • To quickly resolve the issue;
  • To agree on issues;
  • To ensure safety;
  • To avoid conflict situations, etc.

Reference links:

  • Following the previously reached agreement;
  • In connection with the appeal to our address;
  • Based on a verbal agreement;
  • Based on our telephone conversation;
  • According to the government decree;
  • According to the protocol, etc.

All the listed expressions must be used taking into account the context and speech situation.

Almost all standard expressions begin with a derivative preposition or a prepositional combination. You should pay attention to the correctness of the use of these prepositions with the nouns, which are mainly in the genitive and dative cases.

What to include in the appeal itself?

Here, the key phrase of the letter includes words formed from the verb to ask. Its use is explained by etiquette requirements for business texts and psychological laws of business communication – a person is more willing to agree to perform an action expressed in the form of a request than in the form of a demand.

In some cases, the very descriptive request itself may not contain this verb, for example, We hope that you find it possible to consider our proposal within the specified time limit.

The request may be presented in the first person singular (“I ask …”), in the first person plural (“We ask …”), in the third person singular (in this case, nouns with a collective meaning are used: “The Directorate asks. .. “,” Administration asks … “,” Council of labor collective asks … “, etc., from a third-person plural, if several nouns with a collective meaning are used (Administration and Council of labor collective are asked).

If the appeal letter is multidimensional, then the composition of the second part of such a letter may look as follows – parts of the composition must correspond to paragraph division of the text. 

How to interest the recipient:

 

  • Observe a respectful tone for a particular person, a group of persons;
  • Indicate why the request is sent to this person;
  • Convince the addressee that the execution of the request will bring him a benefit. This may be the realization of an attractive opportunity to the recipient or the solution of issues relevant to him/her;
  • Describe the problem in such a way that it will deeply touch the addressee.

It is recommended not to write a long text of an appeal letter – the recipient may not read it to the end. From a legal and psychological point of view, it is also important to draw up a document, this forms the correct image, “shows the personality” of the sender.

Things to keep in mind when drafting a letter of appeal 

A man endowed with a sense of tact, owning a syllable, having experience in business correspondence can write a really good, convincing appeal. It’s necessary to understand the psychological aspects, to be able to put yourself in the place of the addressee, to try to make an appeal in such a way that it would be interesting and, perhaps, from a certain point of view, beneficial. 

Take into account the following recommendations:

  1. While stating your appeal, underline your interest or interest of your organization in its execution.
  2. Under no circumstances begin a letter with the word “Please …” – it’s more tactful to first explain the motives of your appeal (even if all the details have already been agreed with the addressee).
  3. Do not rush to thank the addressee in advance. This way you put yourself and the addressee in an awkward position. Thank when you find out that your appeal letter is satisfied.

Hope that the tips above will help you to create a well-formatted letter and achieve the goal you pursue. No time to compose a letter on your own? Ask professionals from EditProofRead to help you!

Staff Writer; Bobby Jones


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