Have you ever found yourself in a situation where you needed to address the dean of students, but weren’t sure how to begin? Maybe you needed to request a leave of absence, explain an academic issue, or ask for some other form of assistance?
Writing a letter to the dean of students can be a bit intimidating, especially if you’re not sure about the right tone or structure to use.
This guide will cover everything you need to know about writing an effective and respectful letter to the dean. I’ll provide 10 unique letter samples to help you get started, along with some key tips and insights to ensure your letter gets the attention it deserves.
Whether you’re a student facing a personal challenge or simply need to clarify an academic concern, this article will walk you through the process step-by-step.
Why You Might Need to Write to the Dean of Students
Before we dive into the letter samples, let’s take a look at the types of situations where you might need to write to the dean of students. Understanding the purpose of your letter will help you frame your message more effectively.
- Request for Leave of Absence: You might need time off for personal, medical, or family reasons. This type of letter ensures that the dean understands your situation and that your absence is properly documented.
- Academic Concerns: If you’re struggling with your grades or need accommodations for an exam, the dean can provide guidance or support.
- Disciplinary Issues: If you’re involved in a disciplinary matter, it’s important to communicate with the dean to explain your side of the story.
- Request for Special Considerations: Sometimes, students may need accommodations for disabilities, religious observances, or other special circumstances.
- General Requests or Questions: You might need to clarify a university policy, ask about extracurricular activities, or inquire about upcoming events.
Now that we’ve covered some common reasons for writing a letter to the dean, let’s get into the details.
Formal Leave of Absence Request
Subject: Request for Leave of Absence
Dear Dean [Last Name],
I hope this message finds you well. I am writing to formally request a leave of absence from [University Name] for the period of [start date] to [end date] due to [brief reason, e.g., personal health reasons]. This time will allow me to attend to urgent personal matters that require my immediate attention.
I understand the importance of maintaining academic standards, and I am committed to ensuring that my absence will not affect my studies negatively. I am in the process of arranging make-up assignments and exams for the duration of my leave, as advised by my professors.
I kindly request your approval for this leave and any further instructions regarding the process. I will make sure to stay in touch with the relevant departments and adhere to any necessary protocols.
Thank you for your understanding and support. I look forward to your favorable reply.
Sincerely,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Academic Consideration Due to Illness
Subject: Request for Academic Consideration – Illness
Dear Dean [Last Name],
I am writing to request academic consideration due to a recent illness. Over the past [number of days/weeks], I have been experiencing [brief description of illness or condition], which has significantly impacted my ability to attend classes and complete assignments on time.
I kindly ask for an extension on the following assignments: [List specific assignments]. Additionally, I would appreciate any guidance on how to approach make-up exams or additional support in completing my coursework for this semester.
I have attached the relevant medical documentation for your reference. Please let me know if any further information is required.
Thank you for your understanding and consideration. I greatly appreciate your assistance during this challenging time.
Best regards,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Academic Probation Appeal
Subject: Appeal for Academic Probation
Dear Dean [Last Name],
I hope this message finds you well. I am writing to formally appeal my academic probation status. I acknowledge that my grades last semester were below the university’s standard, and I deeply regret the circumstances that led to this outcome.
The past semester has been particularly challenging due to [brief explanation of the personal, academic, or external circumstances]. However, I am fully committed to improving my academic performance and have already taken the necessary steps to do so. These include [brief description of the steps you’re taking to improve, e.g., tutoring, time management workshops, etc.].
I respectfully request that my academic probation be reconsidered based on my commitment to improvement. I would be grateful for the opportunity to meet with you to discuss my plans moving forward.
Thank you for considering my request. I look forward to your feedback.
Sincerely,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Special Exam Accommodations
Subject: Request for Special Exam Accommodations
Dear Dean [Last Name],
I hope this email finds you well. I am a student in [Course Name], and I am writing to request special accommodations for the upcoming exam due to [brief description of medical condition, disability, or other circumstances].
I have been diagnosed with [condition or disability], and as per my healthcare provider’s recommendation, I require [list of accommodations, e.g., extended time, a separate testing room, etc.]. I have attached the relevant documentation to support my request.
I would appreciate your assistance in facilitating these accommodations and ensuring that I am able to complete the exam under fair conditions.
Thank you very much for your consideration.
Best regards,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Disciplinary Issue Explanation
Subject: Explanation Regarding Disciplinary Matter
Dear Dean [Last Name],
I hope this message finds you well. I am writing to address a recent disciplinary matter involving [brief explanation of incident]. I understand that my actions may have caused concern, and I would like to take this opportunity to explain my side of the situation.
[Provide a clear and honest explanation of what happened, your role, and any mitigating circumstances.]
I sincerely apologize for any inconvenience this situation may have caused, and I am committed to making amends. I am more than willing to meet with you to discuss this matter further and to work towards a resolution that is in line with the university’s policies and standards.
Thank you for your understanding and consideration.
Sincerely,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Transfer of Credits
Subject: Request for Transfer of Credits
Dear Dean [Last Name],
I hope this message finds you well. I am writing to inquire about the process for transferring credits from [Name of Institution] to [University Name]. I recently completed [brief description of course(s)] at [previous institution], and I would like to know if these credits can be applied toward my degree requirements here at [University Name].
I have attached my transcript and course descriptions for your reference. I would appreciate your guidance on how to proceed with this transfer request.
Thank you for your time and assistance.
Best regards,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Assistance with Financial Aid
Subject: Request for Financial Aid Assistance
Dear Dean [Last Name],
I hope this message finds you well. I am writing to request assistance with financial aid for the upcoming semester. Due to unforeseen circumstances, [brief explanation of financial hardship], I am struggling to meet my tuition and other fees.
I would greatly appreciate any guidance or support you can provide regarding available scholarships, grants, or other financial aid options that may be applicable to my situation.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Permission to Change Major
Subject: Request for Permission to Change Major
Dear Dean [Last Name],
I hope this email finds you well. I am writing to formally request permission to change my major from [current major] to [desired major]. After much thought and reflection, I have realized that my interests and career goals align more closely with [desired major].
I would appreciate your guidance on the process for making this change and any steps I need to take to ensure a smooth transition.
Thank you for your consideration, and I look forward to hearing from you.
Best regards,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Extension on Assignment Due to Personal Circumstances
Subject: Request for Extension on [Assignment Name]
Dear Dean [Last Name],
I hope this message finds you well. I am writing to request an extension on the [assignment name] due on [date]. Due to [brief description of personal circumstances, e.g., family emergency, illness, etc.], I have been unable to complete the assignment on time.
I kindly request an extension of [number of days] to ensure that I can submit my best work. I appreciate your understanding and consideration during this difficult time.
Thank you for your attention to this request.
Sincerely,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Request for Permission to Attend an External Event
Subject: Request for Permission to Attend [Event Name]
Dear Dean [Last Name],
I hope this message finds you well. I am writing to request permission to attend [event name] on [event date] as part of my academic or professional development. The event will provide valuable insights into [explain relevance to your course or career] and will allow me to further enhance my skills in [specific area].
I would greatly appreciate your approval to attend and would be happy to provide any additional information required.
Thank you for considering my request.
Best regards,
[Your Full Name]
[Student ID]
[Course Name]
[Year of Study]
Summary of Key Points
| Letter Type | Main Purpose | Key Considerations |
| Leave of Absence | Requesting time off for personal reasons | Clear reason for absence, proposed dates, and any arrangements made during the leave period. |
| Academic Consideration | Requesting extensions or accommodations for illness | Provide medical documentation, clear timeline for missed work, and willingness to make up assignments. |
| Academic Probation Appeal | Appeal for reconsideration of academic probation status | Acknowledge issues, outline steps for improvement, and demonstrate commitment to academic success. |
| Special Exam Accommodations | Request for accommodations for disabilities or medical reasons | Provide supporting documentation, list of requested accommodations, and any required arrangements. |
| Disciplinary Issue Explanation | Explanation or defense regarding a disciplinary matter | Be honest, show accountability, and propose a solution to resolve the issue. |
| Transfer of Credits | Requesting transfer of credits from another institution | Provide transcripts, course descriptions, and a clear explanation of why the transfer is necessary. |
| Financial Aid Assistance | Requesting financial aid due to hardship | Provide clear reason for financial need and any supporting documentation. |
| Change of Major | Request to change academic major or field of study | Provide reasoning for the change and any impact it may have on your academic path. |
| Extension Request | Requesting extension on assignment or deadline due to personal circumstances | Clearly explain the situation and specify the length of the requested extension. |
| Permission to Attend Event | Request to attend an external event, such as a seminar, conference, or internship | Justify how the event aligns with academic or career goals and the benefits it will provide. |
Conclusion
Writing to the dean of students doesn’t have to be daunting. With the right structure, tone, and clear communication, you can effectively express your needs, request assistance, or explain your situation.
Use these letter samples as a template, but always make sure to personalize your message to reflect your unique circumstances.
Remember, the key to a successful letter is clarity, respect, and honesty. If you found this guide helpful, share it with your friends or leave a comment below with your thoughts or questions. Your feedback helps me improve future content, and I’m happy to assist with any further queries.
Good luck, and happy writing!
FAQs
1. How should I address the dean in my letter?
Always address the dean by their formal title, e.g., “Dear Dean [Last Name].”
2. Is it necessary to include personal details in the letter?
While it’s important to provide context, avoid oversharing personal details unless necessary. Stick to the facts.
3. Can I request multiple things in one letter?
Yes, but it’s better to keep the letter focused on one request to ensure clarity.
4. How do I know if my request will be approved?
The decision will depend on university policies, so make sure to follow all relevant guidelines and provide any required documentation.
5. Can I send a letter to the dean electronically?
Yes, many universities now prefer digital communication, but always check your institution’s preferred method of communication.
