Reinstatement Letter: How To Draft It Right!

Key Takeaways:

  • Understand the Purpose: A letter for reinstatement is a formal request to be rehired after leaving a job.
  • Be Clear and Concise: Explain why you want to return and what you bring to the table.
  • Show Growth: Demonstrate how you’ve improved or what’s changed since your departure.
  • Customize Your Letter: Tailor your letter to the company and the position.
  • Follow-Up: After sending the letter, follow up respectfully.

As someone who successfully navigated the process of writing a letter for reinstatement of employment, I want to share my experience and provide a step-by-step guide to help others in similar situations. 

There’s a certain art to crafting a reinstatement letter that balances professionalism with personal appeal, and I learned this firsthand.

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Step 1: Reflect on Your Reasons for Reinstatement 

Before drafting your letter, it’s crucial to understand why you want to return. For me, it was a blend of missing the work environment, realizing the grass wasn’t greener elsewhere, and a newfound appreciation for the company’s values.

Watercolor painting woman typing on a sleek black laptop

Step 2: Research and Prepare 

Research the company’s current state and any changes that have occurred since your departure. This will help you tailor your letter and show that you are up-to-date with the company’s trajectory.

Step 3: Start with a Clear Introduction 

Begin your letter by clearly stating your purpose. For example, “I am writing to express my interest in returning to [Company Name] in [the Position you’re interested in].”

Step 4: State Your Case 

Explain why you left and why you want to return. Be honest but diplomatic. In my case, I mentioned exploring other opportunities but realizing that my previous role offered unique challenges and a culture I valued deeply.

Step 5: Highlight Your Contributions and Growth 

Discuss your previous contributions to the company and any new skills or experiences you’ve gained since leaving. This shows you’re not just returning to the status quo but bringing additional value.

Step 6: Express Commitment 

Make it clear that you’re seeking a long-term opportunity and are committed to contributing to the company’s success.

Step 7: End with a Call to Action 

Conclude by expressing your hope for a meeting or discussion about potential opportunities.

Step 8: Proofread and Send 

Proofread your letter for any errors and send it to the appropriate person, whether that’s HR, your former manager, or both.

Template for a Letter of Reinstatement

[Your Name]
[Your Address]
[City, State, Zip]
[Phone Number]

[Recipient’s Name]
[Company Name]
[Company Address]
[City, State, Zip]

Dear [Recipient’s Name],

I am writing to express my sincere interest in rejoining [Company Name] in the role of [Position]. Since my departure in [Month, Year], I have realized that the unique challenges and culture at [Company Name] align closely with my professional aspirations and personal values.

During my previous tenure at [Company Name], I [mention specific achievements or contributions]. Since leaving, I have [talk about new skills, experiences, or perspectives gained].

I am eager to bring my enhanced skills and fresh perspective back to [Company Name]. I am fully committed to contributing to the team and the company’s success.

I would appreciate the opportunity to discuss how I can contribute to [specific department or team] once again. Thank you for considering my request for reinstatement.

[Your Name]


  • Personalize your letter: Avoid generic phrases and make it specific to your situation and the company.
  • Keep it professional: Despite the personal nature of the letter, maintain a professional tone.
  • Be honest: Be upfront about your reasons for leaving and wanting to return.

Frequently Asked Questions (FAQs)

Q: What is a reinstatement letter?

Answer: A reinstatement letter is a formal written request submitted to an organization or institution to appeal for the restoration of a previous position, status, membership, or privilege that was revoked or terminated. 

The purpose of the letter is to provide a compelling argument and explanation for why the revocation should be reversed.

Q: When would I need to write a reinstatement letter?

Answer: You might need to write a reinstatement letter in various situations, such as academic dismissal, employment termination, membership revocation, or other circumstances where you have lost a position or status and wish to regain it. 

The letter serves as a means to express remorse, outline improvements, and demonstrate your commitment to rectifying the situation.

Q: What should I include in a reinstatement letter?

Answer: A reinstatement letter should include your personal details, a clear explanation of the situation that led to the revocation, acknowledgment of any mistakes made, steps taken for improvement, and a sincere request for reinstatement. 

Additionally, highlight your value to the organization, express your intentions, and thank the recipient for considering your request.

Q: How should I address the recipient in a reinstatement letter?

Answer: Address the recipient with respect and formality. If you know the recipient’s name and title, use it in the salutation, such as “Dear Mr. Smith” or “Dear Professor Johnson.” If you don’t have a specific name, you can use a general salutation like “To Whom It May Concern.”

Q: What is the recommended tone for a reinstatement letter?

Answer: The tone of a reinstatement letter should be professional, respectful, and remorseful. Avoid blaming others or making excuses. Instead, take responsibility for your actions, show genuine regret, and express your willingness to improve and contribute positively if given a second chance.

Q: Can I use a reinstatement letter template?
Answer: Yes, using a template as a starting point can be helpful. However, make sure to personalize the template to your specific situation. Add details, experiences, and circumstances that are unique to your case. This will ensure that your letter is sincere and tailored to your situation.

Q: How long should a reinstatement letter be?
Answer: A reinstatement letter should be concise and focused. It’s generally best to keep it to one page, around 250 to 400 words. Include all the necessary information while maintaining clarity and brevity.

Q: Should I provide documentation in my reinstatement letter?
Answer: If you have relevant documentation that supports your claims of improvement or efforts to rectify the situation, it can be beneficial to include them as attachments to your letter. These documents can strengthen your case and provide evidence of your commitment to change.

Q: What is the follow-up procedure after sending a reinstatement letter?

Answer: After sending the reinstatement letter, allow some time for the recipient to review and respond. If you don’t receive a response within a reasonable period, consider sending a polite follow-up email or making a phone call to inquire about the status of your request. Be patient and respectful throughout the process.

Q: Is it necessary to send a hard copy of the reinstatement letter?

Answer: In many cases, sending a hard copy of the reinstatement letter on professional letterhead can add a sense of formality and authenticity. 

However, if the organization accepts electronic communication, you can also send the letter via email. Be sure to follow the organization’s preferred method of communication.

Q: Can I request a face-to-face meeting in my reinstatement letter?

Answer: Yes, you can certainly request a face-to-face meeting in your reinstatement letter. Express your desire to discuss the situation further and elaborate on your intentions for improvement. 

Requesting a meeting shows your willingness to communicate openly and address any concerns the recipient may have.

Q: How should I conclude a reinstatement letter?

Answer: In the conclusion of your reinstatement letter, express gratitude for the recipient’s consideration and reiterate your desire to be reinstated. 

Provide your contact information once again and invite the recipient to get in touch for any further information or clarification they may need. End the letter with a polite closing, such as “Sincerely” or “Best regards.”

Q: Is it appropriate to express emotions in a reinstatement letter?

Answer: While it’s important to convey sincerity and remorse in your letter, it’s advisable to keep emotions in check and maintain a professional tone. 

Expressing genuine regret and determination to improve is appropriate, but avoid overly emotional language that might detract from the professionalism of the letter.

Q: How soon should I send a reinstatement letter after the revocation?

Answer: It’s generally recommended to send a reinstatement letter as soon as possible after the revocation occurs. This shows your proactive approach and eagerness to rectify the situation. 

However, take enough time to draft a well-thought-out letter that effectively addresses the circumstances and outlines your plans for improvement.