A step-by-step checklist
If your student’s financial aid award doesn’t reflect your family’s true financial picture, you can appeal. An appeal for professional judgment is a standard part of the financial aid process. Appeal funds can be limited, so the sooner you submit a complete, well-documented appeal, the better your chances for a re-award.
Step 1: Research the College’s Appeal Process
Each college handles appeals differently. Understanding their specific process before you start will save time and prevent your appeal from being delayed or rejected on a technicality.
- Go to the college’s financial aid website and search for their appeals section
- Search for terms like “special circumstances,” “professional judgment,” or “financial aid appeal” along with the school’s name
- Note whether they require a specific form, an online portal submission, or a letter
- Review what circumstances they normally consider — and what they won’t consider
- Note any deadlines or documentation requirements
Many colleges now clearly list the circumstances they will and will not consider on their website. This helps you focus your appeal on what matters most to that specific school.
Step 2: Identify and Organize Your Special Circumstances
If your circumstance isn’t listed on the college’s website, you can still submit an appeal with an explanation of how it affects your household finances and ability to pay for college. Focus on circumstances beyond your control, not discretionary lifestyle choices.
Organize your appeal into categories:
1. Changes in income: job loss, salary reduction, retirement, end of child support or Social Security benefits, volatile or seasonal income, or any shift that makes your current income look different from what your tax return shows.
2. Extraordinary or burdensome expenses: unreimbursed medical and dental costs, care for a special-needs or elderly family member, private K-12 tuition for siblings, disability-related expenses, high legal fees, or home repairs or loss.
- List each special circumstance that applies to your family
- For each one, write down the specific dollar amounts and financial impact
- Break down large categories — for example, separate medical expenses into insurance premiums, prescriptions, procedures, and out-of-pocket costs
Step 3: Write Your Appeal Letter
Keep it to one or two pages. Be specific, be factual, and be polite. The financial aid office is essentially the final decision-maker.
- Open with gratitude for the existing award and your student’s interest in the college
- Summarize each special circumstance with dates and dollar amounts
- Explain the financial impact on your family’s ability to pay
- Do not request a specific dollar amount — let the financial aid office determine the adjustment
- Close by thanking the administrator for their consideration
Address your letter to a specific person whenever possible. Call the financial aid office or check the website for the name of the director or the person who handles appeals.
Step 4: Gather and Attach Documentation
Independent, third-party documentation strengthens your appeal and may be required. Financial aid offices need objective evidence to justify increasing your award.
- Gather documents for every circumstance you reference in your letter
- Examples include layoff or termination notices, medical and dental bills, bank account statements, receipts, tax returns, and W-2 forms
- Always send copies — never originals
- Label each document clearly with your student’s name
Step 5: Run the Net Price Calculator
The Net Price Calculator (NPC) on the college’s website lets you estimate what your award might look like if your appeal is accepted. Enter your updated financial information to see the potential difference.
- Run the NPC with the financial information you submitted on your FAFSA or CSS Profile
- Re-run it with the new financial information you are submitting in the appeal
- Compare the estimated result with your current award
- Use these results in your appeal, but more importantly, use them to compare potential revised awards across colleges
Step 6: Submit to Every College and Follow Up
Send your appeal to each college where you’d like a review — not just your top choice. Then confirm receipt and stay engaged.
- Submit your letter, documentation, and any required forms to each college
- Follow the submission method each college requires (portal, email, or mail)
- Call the financial aid office about one week after submitting to confirm receipt
- Ask if they need any additional information to complete the review
Appeals can be submitted at any time — even mid-year — and it’s worth resubmitting each academic year if your circumstances continue.