How To Write An Effective Property Tax Appeal Letter That Delivers Results

Key Takeaways:

• Deadline Awareness: Missing the Texas protest window can mean waiting a full year to appeal, so understanding key filing dates is essential.
• Evidence Organization: A strong appeal depends on presenting comps, documentation, and adjustments in a clean, structured packet.
• Exemption Strategy: Identifying and applying tax exemptions can significantly lower your property’s taxable value when properly documented.

When you receive your annual property tax assessment and the number seems higher than expected, it’s not uncommon to feel frustrated or even confused. Many property owners wonder if the amount is truly accurate or if there’s room to challenge it. The good news is that there is a formal process for disputing your valuation, and it starts with something simple: a well-written property tax appeal letter. Taking the time to draft a clear, organized, and fact-based letter can help you make a strong case for reducing your tax bill.

At Harding & Carbone, we have spent more than 60 years representing property owners across the country with proven property tax reduction strategies. Our team handles billions of dollars in commercial and residential real estate and has a track record of delivering measurable results. We don’t guess. We analyze, build data-driven cases, and present them with precision. Our expertise spans across nearly every industry, and our depth of experience sets us apart when it comes to navigating complex valuation disputes.

Key Deadlines For Texas Property Tax Appeals

If you’re planning to appeal your property taxes in Texas, knowing the key deadlines is non-negotiable. The window to act is short, and missing it could mean being stuck with an inflated assessment for another year. Here’s what to mark on your calendar and why each date matters:

Notice Of Appraised Value

Texas appraisal districts typically mail the Notice of Appraised Value in April or early May. This document outlines your property’s assessed value and officially opens the door for you to protest. Keep an eye out, as this notice sets everything else in motion.

Protest Filing Deadline

You must file your appeal by May 15 or 30 days after receiving your notice, whichever is later. This is a firm deadline, and failing to meet it removes your ability to contest the value until the following tax year. Preparing your documentation early gives you time to build a strong case.

Appraisal Review Board (ARB) Hearing Dates

Once your appeal is filed, you’ll receive a scheduled hearing date before the ARB. These hearings typically take place between late spring and summer, either virtually or in person. This is where you’ll present your evidence and defend your position.

Late And Corrected Protests

There are limited cases where late protests are allowed, such as delayed appraisal notices or factual errors. If your situation qualifies, act immediately, as these windows are narrow and heavily scrutinized. Supplemental appraisal rolls may also allow for corrections due to storm damage or misreported property features.

Get Support Navigating Appeal Deadlines

Missing a critical deadline can cost you more than time, it can cost you real money. Harding & Carbone provides experienced guidance for each step of the process, helping you stay ahead of key dates and avoid costly oversights. Learn more about how we help clients protect their property interests on our property tax services page.

Writing A Concise Facts-First Appeal Letter

Your appeal letter is the foundation of your property tax protest. It should be focused, factual, and structured in a way that quickly communicates your position. Emotion has little weight here, clear evidence and logic are what drive real results:

Start With The Basics

Begin your letter with essential identifying details: your name, property address, account or parcel number, and the current assessed value. State the amount or percentage by which you believe the property is overvalued. This sets a straightforward and professional tone from the start.

State The Purpose Of Your Appeal

Explain why you are contesting the valuation. Common reasons include overvaluation, factual errors in the county’s records, or damage to the property that affects its market value. Mention when you received the notice and reference any supporting circumstances that justify your position.

Present Relevant Comparables

Support your argument using recent sales of similar properties in your area. Focus on homes or commercial properties with comparable size, age, and condition. Be sure to list each property with details like square footage, sale date, and sale price, then explain how they highlight a discrepancy in your valuation.

Adjust For Differences

If a comparable property includes features your property lacks or vice versa, account for those differences. For instance, if your home is smaller or has structural issues, these factors should lower its market value. On the other hand, upgrades or premium features on your end may need to be matched with similar comps for a fair comparison.

Conclude With A Clear Statement

End the letter by summarizing your findings. A statement like “Based on comparable properties and market conditions, the estimated value of this property should be $X” gives the review board a concise conclusion to consider. Attach all supporting evidence and make it easy for them to cross-reference with the points you’ve made.

Structuring Your Evidence Packet For The Appraisal Review Board

The evidence packet you submit to the Appraisal Review Board (ARB) plays a critical role in the outcome of your protest. Organizing your documentation clearly and logically helps the board quickly understand and evaluate your claim. Strong evidence supported by proper structure gives your appeal the credibility it needs:

Start With Comparable Sales

Your packet should open with three to five recent sales of properties similar to yours. Focus on those that match in size, age, condition, and location. Include sales price, date of sale, square footage, and any other details that directly support your claim of overvaluation.

Document Property Condition And Issues

Photographs can offer strong visual context for your appeal. Include clear images of any damage, deferred maintenance, or outdated features, such as roof wear or structural issues. Pair these with professional repair estimates to show how these factors reduce your property’s market value.

Highlight Errors In County Records

Review your property records from the appraisal district for any inaccuracies. Common mistakes include incorrect square footage, number of bedrooms, or construction type. Print the records, highlight any discrepancies, and provide corrected documentation, such as an appraiser’s sketch or official inspection.

Organize Your Materials By Topic

Once all documents are gathered, arrange them in a logical order. Begin with a cover sheet that lists all included items, then divide the packet into clearly labeled sections for comps, condition evidence, record corrections, and other supporting materials. Number the pages to make referencing during the hearing straightforward and efficient.

Leveraging Exemptions To Strengthen Your Argument

Tax exemptions can significantly reduce your property’s taxable value, but they must be correctly applied and properly documented. Whether an exemption was missed or misapplied, pointing it out during your appeal can support your case for a lower tax bill. Here’s how to make exemptions work in your favor:

Know Which Exemptions Apply To You

Common exemptions in Texas include the Homestead Exemption, the Over-65 Exemption, and exemptions for disabled individuals or veterans. These deductions lower the assessed value used to calculate your property taxes. Knowing which ones you’re eligible for is the first step in using them to your advantage.

Show Your Eligibility In The Appeal Letter

Be specific about the exemptions you qualify for and confirm whether they were applied to your most recent assessment. If something is missing, call it out directly in your appeal letter and include a simple calculation that shows the correct adjusted value. This makes it easier for the appraisal district to identify the oversight and correct it.

Back It Up With Documentation

Attach copies of approval letters, exemption applications, or past correspondence showing exemption status. These documents verify your eligibility and make your claim harder to dispute. If your exemption status recently changed, note the effective year and include any updated records to support the change.

Looking To Make Sure Every Deduction Is Counted?

Mistakes involving exemptions are more common than most property owners realize. Harding & Carbone helps clients identify and validate all applicable exemptions that can reduce their tax burden. To speak with a specialist about your specific situation, contact our team.

When To Bring In Professional Help For Your Property Tax Protest

While many property owners begin the protest process on their own, certain situations call for expert assistance. Some cases involve complex valuations, legal questions, or unique property features that require a more technical approach. Knowing when to involve a professional can make a measurable difference in the outcome:

Unique Or Nonstandard Properties

Properties that don’t fit the mold of their surrounding area, such as historic homes or custom commercial buildings, often need more detailed valuation work. Finding appropriate comparables for these properties is difficult and requires thoughtful adjustments. A tax professional can develop a defensible case that reflects the specific attributes of your property.

Large Volumes Of Data Or Complex Adjustments

When you’re dealing with several comparables, extensive documentation, or mathematical adjustments, precision matters. Professionals are skilled at creating clean, accurate summaries that hold up under review. This is especially helpful when presenting to an Appraisal Review Board where clarity and consistency can influence the board’s decision.

Questions About Exemptions Or Misclassifications

Not every dispute is about value. Some protests focus on incorrect classifications or missed exemptions, both of which can involve procedural knowledge and familiarity with county guidelines. In these cases, professional guidance ensures the appeal follows proper protocol and includes the right documentation.

Final Thoughts

Filing a successful property tax appeal starts with preparation and a clear understanding of your rights as a property owner. From reviewing the appraisal notice to gathering evidence and identifying exemptions, each step builds toward a stronger case. While the process may seem procedural, how you present your argument can have a real financial impact.

A well-structured appeal letter, supported by organized documentation and accurate data, helps reviewers see the reasoning behind your request. Keeping your message focused on facts, correcting any record errors, and showing comparable values are all essential. If any exemptions were missed, including that information adds weight to your appeal.

Our team has been helping property owners reduce tax burdens through accurate valuation and expert strategy for decades. We work with both residential and commercial clients to simplify the appeal process and build stronger cases from the ground up. To learn more about what we offer and how we can support your next appeal, visit Harding & Carbone.

Frequently Asked Questions About How To Write An Effective Property Tax Appeal Letter

What tone should I use when writing a property tax appeal letter?

Use a professional and respectful tone throughout the letter. Avoid emotional language and focus on presenting factual information clearly and objectively.

Can I hand-deliver my property tax appeal letter instead of mailing it?

Yes, in many counties you can hand-deliver the appeal letter to the appraisal district office, but it’s important to get a stamped receipt or confirmation for your records.

Should I include a copy of my previous year’s tax assessment in my appeal?

Including a copy of last year’s assessment can be useful if it helps show an unusual increase or discrepancy. It offers context and may highlight inconsistencies.

Is it acceptable to write the appeal letter by hand?

While handwritten letters are generally accepted, a typed and well-formatted letter is preferred for clarity and professionalism, especially when attaching documents.

Do I need to notarize my appeal letter or any of the documents?

Most property tax appeal letters do not require notarization. However, if you’re submitting affidavits or sworn statements, those may need to be notarized depending on your county’s requirements.

Can a family member or friend write the appeal letter for me?

Someone else can help you draft the letter, but it should be signed and submitted by the property owner unless a legal representative or agent has been authorized to act on your behalf.

How soon should I follow up after submitting my appeal letter?

If you haven’t received confirmation or a hearing notice within three weeks of submission, it’s appropriate to follow up with your appraisal district to ensure your appeal is being processed.

Can I appeal the ARB’s final decision if I’m not satisfied?

Yes, if you’re not satisfied with the outcome, you can appeal the ARB’s decision through binding arbitration, district court, or the State Office of Administrative Hearings.

Is there a preferred format for organizing attachments with the letter?

While there’s no universal format, grouping attachments by topic with clear labels and referencing them in the letter improves readability and strengthens your appeal.

Can commercial property owners use the same process as homeowners?

Yes, but commercial appeals may require more complex evidence, such as income statements, rent rolls, or market studies, to justify valuation changes effectively.