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How to write a reinstatement letter

Updated February 17, 2017

Reinstatement letters are written for a variety of reasons, such as when an employee wants to be reinstated to a job after first taking an early retirement, or when a student wants reinstatement of financial aid after losing eligibility for failing, or dropping, too many classes. These letters are typically brief because they usually serve as an explanation for the reinstatement request and, as such, are often attached to a reinstatement form that contains more detail.

Type your address, and skip a space. Type the full date, and skip another space. Type the contact person's name, if available, the organisation's name, and the organisation's address on separate lines.

Type "Dear Mr./Ms. (Name)" followed by a colon. If you don't know the contact person's name, call the organisation or department and ask for it. Letters that are written to specific people are more likely to be read and dealt with in a timely manner than those that are addressed to a general department.

State that you are seeking reinstatement, and the job or program to which you are seeking reinstatement. Give your name and your student or employee ID numbers, if applicable.

Explain the circumstances for the separation from the job or the loss of eligibility for the program. If you are seeking reinstatement because of a situation that is your fault, explain how you have remedied the situation.

Thank the contact person for her time. Refer to the attached form or paperwork, such as medical clearances or university reinstatement forms. Provide your telephone number and e-mail address in case she needs to get in touch with you.

Close the letter by typing "Sincerely,"; skip three lines, and type your name. Sign in the space above your name.

Make a copy of the letter for your records. Mail the original.

Tip

If you do not receive a response within two weeks, call the organisation and request the status of your reinstatement request.

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About the Author

Natalie Smith is a technical writing professor specializing in medical writing localization and food writing. Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings. Smith has won two international research awards for her scholarship in intercultural medical writing, and holds a PhD in technical communication and rhetoric.