What is a letter contesting a determination?
A letter contesting a determination is a written response to a decision that expresses your desire for a different outcome. In addition to stating why you’re questioning the decision; an appeal letter is an opportunity to share why you believe it was incorrect and suggest a remedy you feel would be fairer.
There are many situations in a workplace where you may need a letter contesting a determination. The most common reasons for writing an appeal letter include:
- You received a formal warning from a supervisor.
- Your employer denied your request for a raise.
- Your employer chose someone else for a promotion opportunity.
- You received a demotion.
- Your employer changed your work hours.
- Your job altered your work responsibilities and duties.
- Your employer let you go as part of layoffs.
- Your employer fired you.
What to include in a letter contesting a determination?
When writing an letter contesting a determination, there are important elements you should consider. Before sending a letter, check to ensure that it includes:
- Your professional contact information
- A summary of the situation you’re appealing
- An explanation of why you feel the decision was incorrect
- A request for the preferred solution you’d like to see enacted
- Gratitude for considering your appeal
- Supporting documents attached, if relevant
How to draft a letter contesting a determination
If you believe your employer made an incorrect decision and are writing an appeal letter to express your preferred result, here’s how to do so effectively:
1. Consult with your company’s policy guide
If your company has a formal policy on letters contesting a determination., you must follow the policy in its entirety. Submitting a letter contesting a determination that doesn’t follow the procedure outlined in the company guidelines may result in your employer turning down your appeal or not reading it at all. If you aren’t sure about your company’s policies, consider asking a coworker or supervisor.
2. Address the recipient directly
When sending a letter contesting a determination, it’s important to address the letter to the person with decision-making power on the issue you’re appealing. Using a generic address, such as “Dear Sir or Madam” or “To whom it may concern,” makes it more likely that your letter won’t reach your preferred recipient and may instead filter out or reach someone without the power to overturn the previous ruling. Directly addressing a supervisor makes it clear who your appeal is for, giving you the best chance of success.
3. Write a formal letter
A letter contesting a determination. is a professional communication, so write the letter using an appropriately professional tone. Even if you have a friendly and informal relationship with the letter’s recipient during normal business operations, it’s usually best to use a formal writing style. Company policy may require the recipient to keep a copy of the letter on file, and your intended recipient may not be the only person who reads it.
4. Stick to the facts when stating your case
When writing about why you feel the decision made was incorrect, try not to rely on any personal feelings or emotions. Instead, focus only on provable facts and measurable data. For example, if you feel that your employer bypassed you for a promotion unfairly, an appeal letter may not be the right place to say that it hurt you, but it might be appropriate to note how your sales performance was the best on the team and shows dedication to your job.
By highlighting the most relevant and impressive claims that justify your request in the letter contesting a determination, you present the reader with all the most important reasons why they should reconsider the prior ruling.
5. Express your gratitude
Making somebody feel appreciated can help you receive a better judgment because they view you more positively. One simple way to foster goodwill with the individual you’re writing to is to directly state your gratitude for taking the time to reconsider the decision you’re appealing. Creating a positive impression with the recipient of the letter contesting a determination may be the difference between a favorable outcome and your employer turning down your appeal if they’re narrowly deciding between options.
6. Keep it short
When sending a letter contesting a determination, your priority is ensuring that the recipient takes the time to read it. If they’re busy, a long letter is more likely to be set aside or only briefly skimmed, which reduces the chances of getting a positive decision on your appeal. Try to keep the length of your letter three paragraphs or less, with one each devoted to explaining the situation, offering your appeal and suggesting a preferable outcome.
7. Note any relevant attachments
When appealing a decision, you may opt to include supplementary documentation to further show the reason for your appeal. This may include performance data, character references or other sources that you feel add validity to your appeal.
When including attachments with your letter contesting a determination, include a note after your signature acknowledging that you have provided additional documents. If your files didn’t attach to an email or if physical documents that you sent separated before your employer reads the letter, including this note lets the recipient know that there should be further information available to them.
8. Send a follow-up message
If you send a letter contesting a determination and don’t hear about a decision, it’s acceptable to send a follow-up message. When filing an appeal according to regulations defined in your company or union’s handbook, make sure that you wait until the designated review period has passed before sending a follow-up.
If there are no formal guidelines for your appeal, and you did not receive any indication from the recipient of how long it would take for a ruling, it’s customary to wait one week before following up. If you presented a complicated case, you can allow more time.
Appeal letter template
When writing a letter contesting a determination, it’s customary to include contact information at the top of the letter. If you’re sending your appeal as an email, you can omit the information above the greeting. Use this template to help guide your letter:
[Your name]
[Your position, if relevant]
[Your address]
[Your phone number]
[Your email]
[Date]
[Recipient’s name]
[Recipient’s title]
Dear [Recipient’s name], [Recipient’s title, if sending an email without the above information],
I’m writing to appeal [decision] on [date of action]. I received information that [reason for action].
I’m appealing this decision because I feel that [reason for appealing]. [Two or three sentences providing supporting evidence for your appeal].
I’m asking that you reconsider this decision. I believe that [preferred outcome] is a fairer decision, for the reasons noted above. Thank you for reviewing my appeal.
Sincerely,
[Your name]
[Note acknowledging any attached materials]
Appeal letter example
Here’s an example of a letter contesting a determination:
XXX
XXX
XXX
Dear XXX,
I’m writing to you regarding the recent decision on my annual raise, delivered on XXX. I received information that after examining performance in the prior year I would receive a 3% increase on my salary, however, I feel that I merit consideration for a larger increase.
I’m appealing this decision because I feel that my sales record demonstrates that I’m one of the most valuable members of the sales team. I’ve routinely been in the top ten sales professionals in the region, including leading my branch in sales for three of the last five months. I believe that my long track record as a top performer, combined with even stronger results since the summer, shows my high value to the company.
I ask that you reconsider this decision. I believe that an increase of 5% is more in line with both cost-of-living increases and my strong performance as one of the company’s most prolific sales team members.
Sincerely,
XXX
Attached: Sales records for the last 12 months
Tips on a good letter contesting a determination
Tip 1: Know your deadline
You have 60 days from the date of your FEMA letter contesting a determination to submit your appeal. Circle the deadline on your calendar or write yourself a note and put it on your refrigerator or console of your car. Once FEMA reviews your appeal, you may receive a phone call or a follow-up letter asking for more information.
Tip 2: Understand why FEMA determined you are ineligible before writing your appeal
You may not agree with it but analyze why FEMA determined you are ineligible. Frequently, it’s something as simple as missing documentation or information. Read FEMA’s letter from beginning to end and see what the agency needs from you.
Tip 3: Include documents to support your appeal
A letter contesting a determination on its own may not be enough to get FEMA to re-evaluate its decision. Consider including documentation to support your reason for appeal. It is important to provide any documents FEMA has requested. Examples may include:
- Documents from your insurance company which show your policy coverage and/or settlement is not enough to make essential home repairs, provide a place to stay, or replace certain contents. FEMA cannot provide benefits to homeowners or renters who already received the same benefits from an insurance carrier.
- Proof of occupancy: A copy of utility bills, a driver’s license or lease that shows the damaged home or rental property was your primary residence before Hurricanes Ian or Nicole.
- Proof of ownership: Mortgage or insurance documents, tax receipts or a deed. If your documents were lost or destroyed, visit usa.gov/replace-vital-documents for information on how to replace them.
Tip 4: Include your FEMA disaster assistance application number on each page of the documents sent with your appeal
Please write the disaster number and your FEMA application number, and page number on each page of your appeal letter to FEMA and any documents that are submitted. FEMA receives numerous documents with every appeal; writing your application number on each page submitted helps to organize your case.
Tip 5: Can’t write the appeal yourself? authorize someone to write it for you
If you are unable to write a letter contesting a determination yourself, ask someone to write it for you. It could be someone in your household, a friend or an attorney. You will need to provide FEMA with a signed statement that the writer is authorized to appeal on your behalf.
Tip 8: Expect a decision within 90 days
You’ve submitted a signed letter contesting a determination and included your unique application number on every document sent. What’s next? Possibly a call or letter from FEMA asking for more information. There’s also a chance FEMA may decide you qualify for another home inspection. Or you may simply receive FEMA’s decision within 90 days of the FEMA’s receipt of your appeal.
Other tips on writing an appeal letter
Before you submit your letter contesting a determination, take some time to consider your options and gather information. This will help you evaluate your case and prepare. When you file an appeal, you have to demonstrate that the decision you are appealing meets the criteria for an appeal. A simple disagreement with or dislike of the decision is not usually enough to support an appeal. It may be a waste of your time if you do not have a valid reason for submitting the appeal.
Before you begin
Before you submit your appeal, take some time to consider your options and gather information. This will help you evaluate your case and prepare. When you file an appeal, you have to demonstrate that the decision you are appealing meets the criteria for an appeal. A simple disagreement with or dislike of the decision is not usually enough to support an appeal. It may be a waste of your time if you do not have a valid reason for submitting the appeal. Questions to consider:
1. What are your options if you do not appeal?
2. Does my position meet the criteria for an appeal?
3. Based on the available evidence, do you have a strong enough argument to make your case?