When families face financial circumstances that make the original aid package insufficient, they often consider writing an appeal. But one key question quickly arises:
What exactly do colleges want to see in an appeal letter?
A well-crafted letter can be the difference between a denied request and a meaningful adjustment to your aid package.
At College Benefits Research Group (CBRG), we help families shape compelling, compliant, and professional appeal letters tailored to each college’s expectations.
This article will walk you through what financial aid offices are looking for—and how to avoid common mistakes that weaken your case.
Why the Appeal Letter Matters in the Financial Aid Process
The appeal letter is often the most personal and direct communication a family will have with the financial aid office.
Unlike the FAFSA, which collects structured data, the appeal letter allows you to explain circumstances that numbers alone don’t capture.
FAFSA adjustments—known as professional judgment decisions—are only granted when the college receives documentation and a clear, compelling reason to do so.
The letter frames your request, explains the situation, and connects the dots between your financial reality and your need for additional support.
A strong letter can:
- Add necessary context to your FAFSA data
- Demonstrate financial changes not reflected in prior-year tax returns
- Show respect for the institution and its policies
The letter is not a demand—it’s a formal, respectful request for reconsideration based on verifiable facts.
Who Reads and Reviews Appeal Letters at Colleges?
Appeal letters are typically reviewed by financial aid administrators, not admissions staff.
These professionals are trained in federal and institutional aid rules, and they operate under a process called professional judgment.
Depending on the college, the letter may be reviewed:
- By a single aid officer assigned to the student
- By a committee of financial aid staff
- In conjunction with counselors or financial aid directors
Private colleges often have more flexibility in their review process, while public universities may follow more rigid guidelines. Regardless of the structure, the person reading your letter is looking for:
- A clear explanation of changed financial circumstances
- Proper documentation (submitted separately or referenced in the letter)
- A respectful, cooperative tone
Remember, these are real people doing a difficult job within financial limits. The tone and clarity of your letter matter.
Key Elements Colleges Expect in a Strong Appeal Letter
Financial aid offices receive many appeal letters. The strongest ones include these essential elements:
A Clear Explanation of Changed Circumstances
Start by stating the reason for your appeal. Be direct and specific: job loss, medical expenses, divorce, or other qualifying events.
Include dates, income changes, and how your situation differs from the FAFSA data.
Specific and Verifiable Financial Details
Avoid vague language like “we’re struggling” or “times are tough.” Instead, write: “On March 15, 2024, I was laid off from my job at XYZ Company, reducing our household income by approximately $40,000 annually.”
Mention of Supporting Documentation
Let the reviewer know what documents are attached. Example: “I’ve included a termination letter from my employer and our most recent pay stubs to illustrate the change in income.”
Connection to the College
If your student is committed to attending, say so. Example: “This institution is our student’s top choice, and additional support would allow us to make enrollment financially feasible.”
A Respectful and Professional Tone
This is not a negotiation—it’s a formal request. Use phrases like “We respectfully request reconsideration…” or “We are grateful for the opportunity to explain…”
Mistakes That Undermine Financial Aid Appeal Letters
Even legitimate appeals can fail if the letter is poorly written or includes missteps. Avoid these common pitfalls:
Emotional Appeals Without Financial Backing
While your situation may be heartbreaking, the decision must be based on finances. Emotional tone should support—not replace—financial evidence.
Blaming the College or Sounding Entitled
Phrases like “this offer is unfair” or “we deserve more” alienate reviewers. Focus on your circumstances, not the college’s policies.
Rambling or Unfocused Writing
Stick to the facts. Overly long letters lose impact. Aim for one page unless absolutely necessary.
Missing or Contradictory Documentation
Don’t claim a hardship you can’t prove. Review your documents for accuracy and consistency.
Comparing to Other Students or Colleges
Avoid statements like “My friend got more aid” or “Another school offered more.” Your appeal must stand on its own merits.
Should Parents or Students Write the Appeal Letter?
Who writes the letter depends on the student’s age, dependency status, and the nature of the appeal.
Dependent Students:
Generally, the parent writes the letter, especially if the appeal is based on parental income or family circumstances.
Independent Students:
The student should write the letter, referencing their own income and household situation.
Joint Letters:
Sometimes, a brief statement from the student expressing commitment, followed by a detailed explanation from the parent, can be effective.
Whatever the format, maintain a professional tone and consistent message.
How to Structure an Effective Appeal Letter
While each letter should be personalized, a strong structure includes:
1. Opening Paragraph
State that you are writing to appeal the financial aid award and briefly explain the reason (e.g., job loss).
2. Middle Paragraphs
Provide details: dates, changes in income, relevant expenses, and their impact. Reference attached documentation.
3. Closing Paragraph
Reiterate appreciation, commitment to the college, and your hope for reconsideration.
Example phrasing:
- “We appreciate your time and the support already offered.”
- “We hope this additional context will allow for a reevaluation.”
The letter should be signed and dated, and sent with any requested forms or documentation.
How CBRG Helps Families Draft Effective Appeal Letters
At CBRG, we don’t just review appeal letters—we help families craft them from scratch, ensuring compliance, clarity, and strategic alignment.
We assist with:
- Identifying the strongest justification based on FAFSA rules
- Drafting clear, concise letters tailored to each school’s appeal process
- Reviewing tone and presentation
- Coordinating documentation for maximum impact
- Timing appeals for best results
In verified client cases, CBRG-assisted appeal letters have led to significant increases in need-based grants, especially when letters addressed income changes from layoffs or medical emergencies.
Frequently Asked Questions About Appeal Letter Content
One page is ideal. Keep it concise but complete. Include documentation separately.
Some colleges accept email appeals; others require a mailed or uploaded letter. Check the college’s policy.
Most do, though some use online forms or portals. Always include a letter if allowed.
Merit appeals follow different processes. It’s best to separate requests unless the college allows combined appeals.
Appeal letters should go to the financial aid office. Contact them directly for submission instructions.
They may help with school-related context, but financial appeals are best handled by the family.
Wait at least two weeks before following up. Then send a polite inquiry about the status.
A compelling appeal letter is a key step toward securing additional aid. When written with clarity, respect, and documentation, it can open the door to real relief.
CBRG is here to guide families through every step of this important process.