A “Sample Letter To Professor About Grade Change” is a request. You are asking a professor to reconsider your grade. Maybe you think there was an error. Perhaps you have a valid reason for why your performance didn’t reflect your understanding.
We know it can feel daunting to ask for a grade change. That’s why we’re here. We will give you templates and samples. These will make writing your letter much easier.
Consider this article your go-to resource. We provide examples to guide you. Use these to craft your own effective letter. Let’s get started and improve your chances of a positive outcome.
Sample Letter To Professor About Grade Change
Dear Professor [Professor’s name],
I am writing to you regarding my grade in [Course name], which I took during the [Semester/term]. My final grade in the course was [Current grade].
I am concerned about this grade because [Explain the reason for your concern. Be specific. For instance: “I believe there may have been an error in calculating my grade,” or “I am confident that my performance throughout the semester warranted a higher grade,” or “I am not sure how my grade was determined, and I would like to discuss it with you”].
Specifically, [Provide detailed reasons for your belief. For example, you could mention a specific assignment, exam, or participation during the semester. If you believe there was a grading error, point it out clearly. If you significantly improved over the course, mention that].
I am available to meet with you during your office hours or at another time that is convenient for you to discuss this matter further. I am eager to understand how my grade was determined and explore the possibility of a grade change.
Thank you for your time and consideration.
Sincerely,
[Your name]
How to Write Sample Letter To Professor About Grade Change
1. Crafting a Compelling Subject Line
The subject line is your opening gambit. It should be concise and directly reference the course and the reason for your correspondence. Avoid being obsequious or demanding.
- Example: “Request to Re-evaluate Grade – [Course Name] – [Your Name]”
- Be specific; vagueness is easily ignored.
- Avoid overly emotional language.
2. The Salutation: Setting a Respectful Tone
Begin with a formal salutation. Demonstrating deference is paramount.
- Use “Dear Professor [Professor’s Last Name],”
- If you know the professor prefers a different title (e.g., Dr.), use it.
- Avoid using first names unless explicitly invited to do so.
3. The Introductory Paragraph: State Your Case
Get straight to the point. Clearly articulate the reason for your appeal while maintaining a professional demeanor.
- Identify the specific assignment in question.
- Briefly explain why you believe a re-evaluation is warranted.
- Example: “I am writing to respectfully request a re-evaluation of my grade on the [Assignment Name] in [Course Name]…”
4. Body Paragraph(s): Substantiate Your Claims
This is where you marshal your evidence. Provide concrete reasons, factual data, and pertinent arguments to support your request. Avoid being hyperbolic.
- Reference specific feedback received on the assignment.
- If you believe there was a misinterpretation of your work, explain why, citing textual evidence if applicable.
- If extenuating circumstances affected your performance, disclose them tactfully and professionally, providing documentation if possible.
- Example: “While I understand the rubric emphasized [Specific Criterion], I believe my response demonstrated a nuanced understanding of [Concept] as evidenced by [Specific Example from your work].”
5. Acknowledging Limitations and Demonstrating Humility
Acknowledge any shortcomings in your performance. Humility can be surprisingly persuasive.
- Concede points where appropriate.
- Emphasize your willingness to learn and improve.
- Example: “I acknowledge that [Weakness] could have been improved; however, I believe that the strengths of my argument outweigh this deficiency.”
6. The Concluding Paragraph: Reiterating Your Request and Expressing Gratitude
Reiterate your request for reconsideration, expressing your appreciation for the professor’s time and consideration.
- Reiterate your specific request for a grade change.
- Express gratitude for their time and willingness to consider your appeal.
- Example: “Thank you for considering my request. I am confident that a re-evaluation of my work will demonstrate the depth of my understanding of the subject matter.”
7. The Closing: Ending on a Professional Note
Use a formal closing, followed by your name.
- Acceptable closings include “Sincerely,” “Respectfully,” or “Best regards,”
- Follow the closing with your full name.
- Proofread meticulously before sending.
Frequently Asked Questions: Appealing a Grade
This section addresses common inquiries regarding the process of appealing a grade with your professor. Understanding the proper procedure can increase the likelihood of a successful appeal.
When is it appropriate to request a grade change?
A grade change request is appropriate when you believe there has been a demonstrable error in grading, such as miscalculation of points or application of an incorrect grading rubric.
What information should be included in the email?
Your email should include your name, student ID, the course name and section, the specific assignment in question, and a clear explanation of why you believe the grade should be reconsidered.
What tone should I use in my email?
Maintain a respectful and professional tone throughout your email. Avoid accusatory language or demands and focus on presenting your case objectively and politely.
How long should I wait for a response?
Allow your professor a reasonable amount of time to respond, typically 5-7 business days. If you haven’t received a response after this period, you may send a polite follow-up email.
What if the professor denies my request?
If your professor denies your request, inquire about the university’s formal grade appeal process. You may have the option to appeal to the department head or a designated academic committee.
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