How To Write a Letter To Financial Aid: A Comprehensive Guide
Applying for financial aid can feel like navigating a maze. However, sometimes the initial application doesn’t tell the whole story. That’s where a well-crafted letter to financial aid comes in. This guide will equip you with the knowledge and skills to write a compelling letter that effectively communicates your specific circumstances and maximizes your chances of receiving the financial assistance you need. Let’s dive in!
Understanding the Purpose: Why Write a Letter to Financial Aid?
Before you even begin drafting your letter, it’s crucial to understand its purpose. A letter to financial aid is your opportunity to provide additional context, explain unique circumstances, or appeal a financial aid decision. Think of it as a supplementary document that complements your initial application. It allows you to personalize your story and advocate for your financial needs in a way that the standard application forms often can’t. It’s a chance to bridge any gaps and help the financial aid office understand your situation more fully.
Pre-Writing Preparation: Gather Your Information
Before putting pen to paper (or fingers to keyboard), gather all the necessary information. This preparation is paramount to writing an effective letter. What specific issues are you addressing? Do you have documentation to support your claims?
- Identify the reason for your letter: Are you appealing a decision? Explaining a change in circumstances (e.g., job loss, medical bills)? Requesting additional funds?
- Gather supporting documentation: This might include medical bills, pay stubs, tax returns, bank statements, or any other relevant documents. Organize everything neatly and make copies for your records.
- Understand the financial aid office’s policies: Review the school’s website or contact the financial aid office to understand their specific requirements and deadlines for appeals or requests.
Crafting Your Letter: A Step-by-Step Guide
Now, let’s get into the meat of writing the letter. Your letter should be clear, concise, and professional. Here’s a suggested structure:
1. Your Contact Information and Date: The Foundation
Start with your full name, address, phone number, and email address in the top left corner of the letter. Include the date below your contact information. This allows the financial aid office to quickly identify you and your application.
2. Recipient Information: Addressing the Right People
Directly below your information, include the name of the financial aid office and the specific person, if known, you are addressing the letter to. For example:
Financial Aid Office [Name of University] [Address of University] [City, State, Zip Code]
If you don’t know a specific person’s name, use a general greeting such as “Dear Financial Aid Committee” or “Dear Financial Aid Officer.”
3. Salutation: Setting the Tone
Begin your letter with a professional salutation, such as “Dear [Name of Financial Aid Officer],” or “Dear Financial Aid Committee.”
4. Introduction: State Your Purpose Clearly
In the opening paragraph, clearly state the purpose of your letter. Be direct and to the point. For example: “I am writing to appeal the financial aid decision I received on [Date] for the [Academic Year].” Or, “I am writing to provide additional information regarding my family’s financial situation for the [Academic Year] financial aid application.”
5. Body Paragraphs: Providing Details and Explanations
This is the core of your letter. Provide detailed explanations of your situation. Be honest, transparent, and specific.
- Explain the circumstances: Clearly and concisely explain the reason for your letter. If you’re appealing a decision, explain why you believe the decision is unfair or inaccurate. If you’re explaining a change in circumstances, provide specific details about the change and how it has impacted your finances.
- Provide supporting evidence: Refer to any supporting documentation you are including with your letter. For example: “As you can see from the attached medical bills, my family has incurred significant medical expenses.” Or, “I have attached copies of my recent pay stubs, which reflect a reduction in my income due to [Reason].”
- Be empathetic and respectful: Even if you are frustrated with a decision, maintain a respectful and professional tone throughout your letter.
- Quantify the Impact: Whenever possible, put a dollar amount to the impact of your situation. This helps the financial aid office understand the financial implications. For example, “My medical bills have increased our expenses by $5,000 over the last six months.”
6. Closing Paragraph: Summarizing and Requesting Action
In the closing paragraph, summarize the key points of your letter and clearly state what action you are requesting. For example: “Given the recent change in my family’s income, I respectfully request that you reconsider my financial aid package.” Or, “I would greatly appreciate it if you could review my application with the updated information and documentation I have provided.”
7. Complimentary Close: Ending Professionally
End your letter with a professional closing, such as “Sincerely,” or “Respectfully,” followed by your full name.
8. Sign and Date: Adding Authenticity
If you’re submitting a physical letter, sign your name above your typed name. If submitting electronically, your typed name is sufficient. Include the date again in this section.
9. Enclosures: Listing Your Documents
If you are including any supporting documents, list them at the bottom of your letter under the heading “Enclosures:” or “Attachments:”. For example:
Enclosures:
- Copy of Medical Bills
- Copy of Recent Pay Stubs
Formatting and Presentation: Making a Good Impression
The appearance of your letter is just as important as its content.
- Use a professional font: Times New Roman, Arial, or Calibri are good choices. Use a font size of 10-12 points.
- Use standard margins: Set 1-inch margins on all sides of the page.
- Proofread carefully: Errors in grammar and spelling can undermine your credibility. Carefully proofread your letter before submitting it. Consider having someone else review it as well.
- Keep it concise: Aim for one page, if possible. If you need to provide a lot of information, keep paragraphs short and focused.
Submitting Your Letter: Ensuring Delivery
How you submit your letter is important.
- Follow the financial aid office’s instructions: Some offices may prefer electronic submissions, while others require a hard copy. Follow their specific instructions to ensure your letter is received.
- Keep a copy: Make a copy of your letter and all supporting documentation for your records.
- Track the status: If possible, track the status of your submission. Some online portals allow you to check the status of your appeal. If you don’t hear back within a reasonable timeframe, follow up with the financial aid office.
Common Mistakes to Avoid
- Being vague: Provide specific details and avoid general statements.
- Being overly emotional: Maintain a professional and respectful tone.
- Failing to provide supporting documentation: Back up your claims with evidence.
- Missing deadlines: Submit your letter and supporting documentation by the stated deadline.
- Not proofreading: Errors can damage your credibility.
FAQs: Addressing Specific Concerns
Here are some frequently asked questions about writing a letter to financial aid:
What if I have extenuating circumstances that are not covered by the standard financial aid application?
This is precisely why you write a letter! Use the letter to detail these unique circumstances. Be specific about the impact these circumstances have on your ability to pay for school.
Can I write a letter to appeal a financial aid denial?
Absolutely. Provide a clear explanation of why you believe the denial is incorrect, along with any supporting documentation.
Is it okay to ask for a specific amount of money in my letter?
Yes, if you have a specific need, it is acceptable to request a specific amount. However, be sure to justify your request with clear reasoning and supporting evidence.
What if I don’t have any documentation?
While documentation strengthens your case, a well-written letter can still be effective. Be honest and provide as much detail as possible. Explain why you are unable to provide documentation.
How long should I wait to follow up after submitting my letter?
Wait at least two weeks, or longer if the financial aid office’s website or your communication with them suggests a longer processing time. Then, follow up politely via email or phone.
Conclusion: Empowering Your Financial Aid Journey
Writing a letter to financial aid is a powerful tool. By following the guidelines outlined in this guide, you can craft a compelling letter that effectively communicates your circumstances, supports your needs, and significantly increases your chances of securing the financial assistance you deserve. Remember to be clear, concise, and professional. Provide supporting documentation, and always proofread carefully. Your effort can make a real difference in your ability to access higher education.