How to Write a Letter for Financial Aid

Describing Changes in Your EFC

Determine if you have experienced a qualified change in financial status. Financial aid is determined in balance with the amount that you or your family is expected to contribute (known as your Expected Family Contribution, or EFC). This amount is standardized nationally, but individual circumstances might warrant a change in your EFC, if it is higher than you can reasonably afford. Only certain factors will qualify for such a change, such as: An involuntary loss of employment (being laid off, terminated, or fired) An involuntary reduction of other earned income, such as child support or unemployment benefits A loss of income due to a disability, illness, injury, divorce, or the death of a family member that supported you financially

Contact your school’s financial aid office if you have experienced a qualified change in financial status. You will need to write a letter telling your financial aid office that you need to adjust your EFC. Contact your school’s financial aid office before beginning your letter, however, as it may have specific forms that you need to include with your letter. Your school may also have a financial aid counselor who can offer advice on writing the letter and adjusting your financial aid.

Begin writing your letter. Write your letter in a formal, business format. It should be typed, dated, and signed, and use a formal tone. Start by giving thanks for any aid you have already received. This is courteous, and lets your school know that you appreciate the aid and would value any more that you can receive. Try writing something like: “I am a student at [insert school’s name], currently receiving financial aid. I deeply appreciate the financial aid I currently receive, which is helping me to succeed in [insert your academic program]. However, I have experienced financial hardship, and would like to appeal my financial aid status.”

Explain the situation. Write that you have a gap between your EFC and the amount you can actually contribute, based on a qualified change in financial status. Begin by writing something like: “Because of circumstances beyond our control, my family has experienced a significant change in financial status, making it impossible to meet my previous expected family contribution. I am requesting that my EFC and financial aid award be reviewed in the light of these circumstances." Next, explain the cause of the financial hardship. Be specific about what has changed. For example, if your parent experienced a significant change in income, list the previous income, the current income, and the reason for the change. Be honest about the change, and about the amount you can contribute to your education-related expenses. Explain exactly what has happened, but do not exaggerate or lie. If you are dishonest, it will backfire and likely disqualify you from receiving any financial aid. Provide as much documentation of your need for financial aid as you can, according to what your school requests. For example, your financial aid office may advise you to include copies of tax forms or income records for you or your parents.

Conclude your letter. Close your letter by thanking your school for its consideration of your request, and assure the financial aid office that you will continue to succeed in your educational program. Try writing something like: “I appreciate the Office of Financial Aid taking the time to review my appeal. An increase in my financial aid award will provide the support I absolutely need to continue my academic program. I am proud to be a member of the community at [school’s name], value the education it provides, and look forward to completing my program in [insert your program of study].

Deliver your letter. Once you have written your letter, you should deliver it to the address you have been instructed to, such as your school’s financial aid office (in hard copy or electronically, according to its specification).

Explaining Special Circumstances

Determine if you have experienced a hardship qualifying you for a reconsideration of your financial aid. Certain circumstances are understood to make a major impact on your life and your ability to finance your education. If you experience one of these events, your school can reconsider your financial aid, once you write to it explaining the situation. Qualifying factors may include: An illness, injury, or disability that has affected your ability to pay for your education Outstanding medical expenses The birth or adoption of children that have affected your ability to pay for your education The death of a close family member

Understand factors that will not qualify you for a change in financial status. Discretionary expenses—those which you or your family have control over—will not qualify you for a change in financial aid, even if those expenses make it difficult to pay for your education. Common discretionary factors include: Credit card debt Mortgage payments Car payments Voluntary early retirement Parents or guardians that do not support your educational expenses

Contact your school’s financial aid office before beginning your letter. Your school may have a financial aid counselor who can advise you on requesting more aid. Your school’s financial aid office can also advise you on where to submit your letter, and whether or not there are any special forms to fill out or information to include.

Begin writing your letter. Write your letter in a formal, business format. It should be typed, dated, and signed, and use a formal tone. Begin by giving thanks for any aid you have already received. This is courteous, and lets your school know that you appreciate the aid and would value any more that you can receive. Try writing something like: “I am a student at [insert school’s name], currently receiving financial aid. I deeply appreciate the financial aid I currently receive, which is helping me to succeed in [insert your academic program].”

Explain that you have experienced an event that has affected your need for financial aid. Your letter should specifically describe what has changed in your life, or what hardship you have experienced, and how it has impacted your financial aid status. Start by writing something like: “Since my financial aid status was last reviewed, I have experienced [insert a description of the special circumstance]. This change has impacted my ability to contribute to my education, and so I am appealing for an increase in my financial aid award.” Next, explain what has changed, being as specific as you can. For example, if you now have a child that will need daycare if you are to attend school, list the exact cost of the daycare. Provide as much documentation of your need for financial aid as you can. For example, if you are requesting an appeal based on childcare costs, include a copy of a bill or statement from the childcare give. Be honest about the event, and about the amount you can contribute to your education-related expenses. Explain exactly what has happened, but do not exaggerate or lie. If you are dishonest, it will backfire and likely disqualify you from receiving any financial aid.

Conclude your letter. Close your letter by thanking your school for its consideration of your request, and assure the financial aid office that you will continue to succeed in your educational program. Try writing something like: “I appreciate the Office of Financial Aid taking the time to review my appeal. An increase in my financial aid award will provide the support I absolutely need to continue my academic program. I am proud to be a member of the community at [school’s name], value the education it provides, and look forward to completing my program in [insert your program of study].

Deliver your letter. Once you have written your letter, you should deliver it to the address you have been instructed to, such as your school’s financial aid office (in hard copy or electronically, according to its specification).

Accounting for Academic Progress

Determine if your academic progress has affected your financial aid eligibility. Most financial aid sources require you to remain in “good standing” or to make “satisfactory progress” in your educational program. Depending upon your school, this may mean maintaining a certain grade point average (GPA), taking a certain number of credits, or completing requirements specific to your program of study. If your financial aid has been affected because of unsatisfactory progress, however, you can write an appeal to have it reinstated.

Contact your school’s financial aid office and your academic advisor before beginning your letter. Your school may have a financial aid counselor who can advise you on requesting more aid. Your school’s financial aid office can also advise you on where to submit your letter, and whether or not there are any special forms to fill out or information to include. Your academic advisor can explain any requirements for (re)achieving satisfactory progress.

Begin writing your letter. Write your letter in a formal, business format. It should be typed, dated, and signed, and use a formal tone. Start by briefly explaining the purpose of your letter. Write something like “This letter is an appeal to the Office of Financial Aid so that I can continue receiving financial aid.”

Explain the circumstances that caused your academic status to fall to “unsatisfactory.” Be honest about what happened. Do not blame the issue on someone else, but instead accept responsibility for it yourself. Be as specific as you can. Try writing something like: “During my first two semesters, I did not focus on school the way I should have, because I was working too many hours at my part-time job. I take full responsibility, and am ready to prioritize my education.” Excuses such as not liking your professors or classes, not knowing the guidelines for satisfactory progress, spending too much time socializing, or being unprepared for college coursework will usually not be accepted. Your explanation should concentrate on your responsibility for the problem, and how you will be accountable for it. Provide any documentation you can to support your explanation. For example, if working too many hours caused you to fall behind, provide copies of pay stubs or work schedules along with your financial aid appeal letter.

Describe a specific plan for how you will improve. A financial aid appeal committee will not only want to read about why you fell behind, but also about your plan to improve. Be honest, and concentrate on specific ways that you will re-achieve and maintain satisfactory progress. For example, write something like: “I have met with my academic advisor to discuss plans for me to succeed. I will take X, Y, Z courses next semester to move forward in my program. I have developed a schedule so that I will devote X number of hours to educational tasks on A, B, C days. I will also visit the peer tutoring center on B and C days to work further on improving my academic performance.”

Conclude your letter. Close your letter by thanking your school for its consideration of your request, and assure the financial aid office that you want to succeed in your educational program. Try writing something like: “I appreciate the Office of Financial Aid taking the time to review my appeal. Continued receipt of financial aid will provide much-needed support as I follow my new plan for academic success. I am proud to be a member of the community at [school’s name], value the education it provides, and look forward to completing my program in [insert your program of study].

Deliver your letter. Once you have written your letter, you should deliver it to the address you have been instructed to, such as your school’s financial aid office (in hard copy or electronically, according to its specification).