Solid Example of a Request for a Meeting with a Principal or Dean

| August 3, 2012 | 0 Comments

This is a solid example of a request for a meeting with a principal or dean. It can be used to appeal academic decisions or address academic or personal issues. Any such request must contain a valid reason as deans and principals are extremely busy people. The letter should contain an accurate description of the issue and circumstances surrounding it, and be written in a polite, intelligent, and forthright manner. Doing so will make all the difference in your request being granted and not, so ensure success by using our example of a request for a meeting with a principal or dean.

How to Best Use of Our Example of a Request for a Meeting with a Principal or Dean

To make the most use of our example of a request for a meeting with a principal or dean, first review its format and structure. This is an official business document, and must be treated as such. It is written in one of the most widely accepted formats for business letters – the block style. In the block style the text is formatted in sections or “blocks,” each block separated by a single space. You can edit each section by cutting and pasting, substituting that of our example with your own information.

Once you have a grasp of the formatting, you can Download This Example of a Request for a Meeting with a Principal or Dean and edit it using s Microsoft Word or similar program to contain your own details.

Our example of a request for a meeting with a principal or dean begins with the addressing. First you type your contact information, then the date, and finally the name and contact details of the reader as such:


Mr. Mark Jenkins
86 Lake Parkway
Chicago, IL 01752
Tel: 416-444-5975
Email: mjenkins@email.com

July 29, 2010

Mr. Jack Jones
Dean of Academic Division
Chicago State University
Chicago IL 01754

Your request for a meeting should contain specifics as to why it is necessary. If it is because of an academic appeal, include the course number, teaching professor, exam results, etc. A complaint about a staff member or student must contain specifics such as the names of the people involved, description of the incident, dates, and locations. If you need help with a complaint letter, please see our formal letter of complaint example.

In this example of a request for a meeting with a principal or dean, we use the scenario of a student requesting a meeting to discuss an academic appeal. Notice we get right to the point of the letter, and then include specifics about the situation.

Dear Mr. Jones,

I am writing this letter to request a meeting with you regarding an appeal to retake a final exam.

I am a senior Political Science major who took the EX402 Advanced Social Sciences class under Professor Mark Harrington. The final exam was taken on June 18, 2010 at which time I was absent for good reason. 

In the next few paragraphs you would then detail the exact event or circumstances that caused the absence, including as many dates, times, or other pertinent information as possible. In our example of a request for a meeting with a principal or dean we accomplish that as follows:

On the morning of June 11, 2010 I was hit by a car while crossing the street at Newton Avenue. I was on my way to school at the time. I suffered a fractured tibia in my left leg and a fractured left hip. The documents containing the details of my injuries and treatment I received while at Lakeshore Community Hospital are enclosed.

Consequently I was forced to reschedule all of my final exams for the week of July 15-19 in order to give myself time to heal. I did so by letter to all of my professors, copies of which are also enclosed. All of my professors understood my situation and agreed to the changes except Professor Harrington. In fact he did not respond at all.

After stating the facts of the situation you can then make the case for your meeting. Make sure you detail your academic performance up to that time, and be passionate about being willing to retake the exam, mentioning any negative consequences it may have on your future if you are not allowed to re-sit.

I strongly believe the situation is unwarranted, as I never received a grade lower than a B on any of Professor Harrington’s exams. There is a great risk of me failing Political Science and thus being prevented from graduating, which I believe to be an unfair and unacceptable circumstance. Furthermore, the University handbook clearly states in Article 5, Section 3-1 that “Students experiencing medical emergencies before a particular exam will be allowed the opportunity to reschedule and retake that exam.”

The final thing you need to do is to thank the dean or principal for taking the time to read your letter and consider your request, and extend an invitation for them to contact you if they require further information, or to schedule the meeting. Our completed example of a request for a meeting with a principal or dean thus looks like this:

Mr. Mark Jenkins

86 Lake Parkway
Chicago, IL 01752
Tel: 416-444-5975
Email: mjenkins@email.com

July 29, 2010

Mr. Jack Jones
Dean of Academic Division
Chicago State University
Chicago IL 01754

Dear Mr. Jones,

I am writing this letter to request a meeting with you regarding an appeal to retake a final exam.

I am a senior Political Science major who took the EX402 Advanced Social Sciences class under Professor Mark Harrington. The final exam was taken on June 18, 2010 at which time I was absent for good reason. 

On the morning of June 11, 2010 I was hit by a car while crossing the street at Newton Avenue. I was on my way to school at the time. I suffered a fractured tibia in my left leg and a fractured left hip. The documents containing the details of my injuries and treatment I received while at Lakeshore Community Hospital are enclosed.

Consequently I was forced to reschedule all of my final exams for the week of July 15-19 in order to give myself time to heal. I did so by letter to all of my professors, copies of which are also enclosed. All of my professors understood my situation and agreed to the changes except Professor Harrington. In fact he did not respond at all.

I strongly believe the situation is unwarranted, as I never received a grade lower than a B on any of Professor Harrington’s exams. There is a great risk of me failing Political Science and thus being prevented from graduating, which I believe to be an unfair and unacceptable circumstance. Furthermore, the University handbook clearly states in Article 5, Section 3-1 that “Students experiencing medical emergencies before a particular exam will be allowed the opportunity to reschedule and retake that exam.”

The circumstances which prevented me from sitting the final exam at the scheduled time were beyond my control. I thereby would like to discuss granting me another opportunity to take it. Please feel free to call me at 416-444-5975 if you have any questions. Thank you for taking the time to consider my request; I look forward to meeting with you.

Sincerely,

Mark Jenkins

Once you’re ready to request your own meeting you can Download This Example of a Request for a Meeting with a Principal or Dean and edit it to detail your personal situation.

Tips and Useful Sentences you can Use with our Example of a Request for a Meeting with a Principal or Dean:

  • Make sure you have a valid reason for such a meeting. Deans and principals are extremely busy people with huge responsibilities.
  • Detail your case using as many facts as possible and include documentation to back them up.
  • If there are any witnesses who may help, mention them in your letter and ask that they may attend the meeting with you.

Category: Request Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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