Grade Change Request Letter: How To Write It Right!

Key Takeaways

  • Purpose: Understand the purpose of writing a grade change request letter.
  • Format: Learn the appropriate format and etiquette for a request letter.
  • Template: Access a customizable template for your own use.
  • Tips: Discover tips for making your request clear and effective.
  • Examples: Real-life scenarios to illustrate how to apply these tips.


Writing a grade change request letter can be a daunting task for students. It requires a balance of professionalism, clarity, and tact. This guide provides step-by-step instructions on how to write an effective grade change request letter, including a customizable template and practical tips.

Step 1: Understand the Purpose

A grade change request letter is a formal plea to your professor or teacher to reconsider a grade you received. It’s crucial to approach this with a clear mind and a respectful tone.

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Real-Life Example: Consider a scenario where you received a lower grade due to a misunderstanding of the assignment requirements. Your letter would aim to clarify your understanding and request a re-evaluation.

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Step 2: Gather Necessary Information

  • Course Details: Include the course name, number, and semester.
  • Assignment Details: Clearly mention the specific assignment or exam.
  • Grade Received: State the grade you received.
  • Reason for Request: Articulate why you believe a grade change is warranted.

Table: Information Checklist

Information TypeDetails Needed
CourseName, number, semester
AssignmentName, type (exam, paper)
GradeReceived grade
ReasonBasis for your request

Step 3: Format Your Letter

  • Salutation: Address the professor formally (e.g., Dear Professor Smith).
  • Introduction: Briefly state your request.
  • Body: Elaborate on your reasons for the request.
  • Conclusion: Politely request consideration and provide your contact information.
  • Sign-off: Use a formal closing (e.g., Sincerely, [Your Name]).

Step 4: Write a Clear and Respectful Request

  • Be Concise: Stick to relevant details.
  • Be Polite: Maintain a respectful tone.
  • Be Honest: Clearly state your reasons without exaggeration.

Example Paragraph: “I am writing to request a reconsideration of the grade I received on the final paper in your History 101 course. I believe that certain key points I made were overlooked, which impacted my grade significantly.”

Step 5: Proofread and Edit

  • Spelling and Grammar: Ensure there are no errors.
  • Tone: Double-check for a respectful and professional tone.
  • Facts: Verify all course and assignment details.

Template for a Grade Change Request Letter

Dear Professor/Instructor’s Name,

I hope this letter finds you well. I am writing to request a change in my grade for [Course Name]. While I understand that grades are a reflection of one’s academic performance, I believe that my grade does not accurately reflect my efforts and dedication throughout the semester.

As you may recall, I faced a number of personal challenges during the semester, including [Briefly mention personal challenges that impacted your academic performance]. Despite these challenges, I remained committed to my studies and made a concerted effort to keep up with the course material.

I would be grateful if you would consider reviewing my work in light of these circumstances, and I would be happy to provide any additional information or documentation that may be helpful in this regard. I understand that you have many students to attend to, but I hope that you will take the time to consider my request.

Thank you for your time and understanding.


[Your Name]


Your grade change request letter should be a well-structured, respectful, and clear plea for a re-evaluation. Remember to provide all necessary details and to approach this task with a professional mindset.

Tips for Writing a Grade Change Request Letter

  1. Understand the Policy: Know your institution’s policies on grade changes.
  2. Be Timely: Submit your request as soon as possible after receiving the grade.
  3. Provide Evidence: If applicable, include any relevant work or feedback to support your request.

Frequently Asked Questions (FAQs)

Q: What is a grade change request email?

Answer: A grade change request email is a formal email written by a student to request a review and potential modification of a grade received in a course or examination. It serves as a written document that outlines the reasons for the request and provides supporting evidence for the reconsideration of the grade.

Q: How should I start a grade change request email?

Answer: When starting a grade change request email, it is important to maintain a professional and respectful tone. Begin with a polite greeting, such as “Dear [Instructor’s Name]” or “Hello [Instructor’s Name].” Make sure to address the instructor appropriately to show your respect and establish a formal tone for the email.

Q: What should I include in the body of a grade change request email?

Answer: In the body of your grade change request email, provide a clear and concise explanation of the reasons you believe your grade should be reconsidered. Be honest and objective in your assessment of your performance and mention any extenuating circumstances that may have affected your ability to perform at your best. 

Include supporting evidence such as graded assignments, exams, or any relevant documentation that can strengthen your case.

Q: How can I request a meeting in a grade change request email?

Answer: If you would like to discuss your grade further or provide additional information, it is appropriate to request a meeting in your grade change request email. 

You can mention your willingness to schedule a meeting by using phrases like “I would appreciate the opportunity to discuss my concerns in person” or “I kindly request a meeting to elaborate on my grade change request.” Suggest a few possible meeting times and express your flexibility to accommodate the instructor’s schedule.

Q: How should I conclude a grade change request email?

Answer: When concluding a grade change request email, express gratitude for the instructor’s attention to your request. Reiterate your commitment to your studies and your desire to resolve the matter amicably. 

End the email with a professional closing, such as “Thank you for your time and consideration” or “Best regards.” Include your full name, student identification number, and contact information in your email signature.

Q: Is it appropriate to follow up on a grade change request email?

Answer: Yes, it is appropriate to follow up on a grade change request email if you haven’t received a response within a reasonable timeframe. Give the instructor some time to review your case, but if you haven’t heard back, you can send a polite follow-up email or consider visiting the instructor during office hours. 

In your follow-up communication, express your understanding of their busy schedule and kindly inquire about the status of your request.