Writing a Professional Letter to Your University Head of Department for a Result Change

Requesting a result change due to an error can be a sensitive and important process. It's crucial to approach this task with professionalism, clarity, and respect for academic procedures. The following structure and sample letter can guide you through the process.

Structure for Requesting a Result Change

Your Information: Include your full name, student ID, program, and contact information. Date: Write the date of the letter. Recipients Information: Provide the name and title of the head of your department, department name, and university address. Subject Line: A brief subject line indicating the purpose of the letter. Salutation: Address the recipient formally (e.g., 'Dear Dr. [Last Name]…') Introduction: State who you are and the purpose of your letter. Details of the Error: Clearly explain the error and provide any relevant details (e.g., course name, date of the exam, nature of the mistake). Request for Change: Politely request the specific change you are seeking. Supporting Documents: Mention any attached documents (e.g., copies of exam feedback) that support your case. Closing: Thank the recipient for their time and consideration. Signature: Sign the letter if submitting a hard copy and type your name below.

Sample Letter

[Your Name]
[Your Student ID]
[Your Program]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipients Name]
[Title]
[Department Name]
[University Name]
[University Address]

Subject: Request for Result Change Due to Error

Dear Dr. [Last Name],

I hope this message finds you well.

My name is [Your Name] and I am a student in the [Your Program] program with student ID [Your Student ID]. I am writing to formally request a review and change of my result for [Course Name] which was conducted on [Date of Exam/Assignment].

Upon receiving my result, I noticed an error that I believe significantly impacted my final grade. Specifically, [describe the error in detail]. For example, if there was a miscalculation or a misgrading of a particular question, explain this clearly.

I kindly request that you review my case and consider adjusting my grade accordingly. This change is justified based on the evidence provided, such as [what evidence you have], which clearly indicates the error.

I understand the importance of maintaining accurate academic records, and I value your time and efforts in resolving this matter.

Thank you for your attention to this matter.

Sincerely,

[Your Name]

Tips for a Successful Letter

Be Concise: Focus on the facts and avoid unnecessary details. Maintain a Respectful Tone: Use polite and professional language throughout. Clear Contact Information: Ensure your contact information is clear for any follow-up.

Feel free to modify the sample letter as needed to fit your specific situation. Always verify that all the information you provide is accurate and that you have all necessary supporting documents before submitting your request.