How to Get a Letter of Exception for a Late NCOER

A late Noncommissioned Officer Evaluation Report can affect a Soldier’s record, promotion timing, assignment decisions, and confidence in the evaluation process. When an NCOER misses its required submission date, the rating chain may need to explain the delay and request approval to complete or process the report.

A “letter of exception” is commonly used as an informal description for a memorandum requesting an exception to policy, an explanation of lateness, or supporting documentation for a delayed evaluation. The exact requirement depends on the type of report, the reason for the delay, the unit’s procedures, and the higher headquarters reviewing the action.

The request should be factual, supported by records, and routed through the chain of command and servicing S1 or human resources office. A well-prepared memorandum does not guarantee approval, but it gives the reviewing authority a clear record of what happened and why the delay was outside the Soldier’s control.

Confirm why the NCOER is late

Start by identifying the report’s required “THRU” date, the submission suspense, and the point at which the report became overdue. Check the applicable rating scheme, evaluation timeline, and instructions from the unit S1. A report may be late because of a change of rater, a missing supplementary reviewer, a departure from the unit, a failed EES action, or an administrative error.

Confirm whether the issue involves a completed report that was submitted late or an evaluation that has not yet been completed. These situations may require different corrective steps. Do not assume that a memorandum alone will resolve a report that is missing signatures, has an incorrect rating chain, or was created under the wrong evaluation type.

The NCOER is designed for noncommissioned officers, while an OER evaluates commissioned officers and warrant officers; the distinction affects the form, rating chain, and governing procedures. A helpful explanation of the NCOER and OER differences can help ensure that the request identifies the correct evaluation system.

Determine who must approve the exception

Ask the S1 or designated administrative specialist who has authority to accept the explanation and approve the late processing. In some cases, the request may remain at brigade or higher headquarters. In others, it may need review by a command-level official, a human resources command, or another authority identified in current Army guidance.

The rating chain should be involved before the memorandum is drafted. The rater, senior rater, and reviewer can verify the report dates, explain delays within their control, and confirm whether the evaluation remains an accurate assessment. A request written without their input may create conflicting accounts or require repeated revisions.

Also determine whether the report is already visible in the Evaluation Entry System. The EES status, rejected transactions, missing signatures, and routing history can reveal whether the delay is a policy issue or a technical problem. Save screenshots or transaction details when they show an attempted submission or an error message.

Build a fact-based supporting packet

The strongest request uses a short timeline. List the key dates, including the rating period, required completion date, counseling dates when relevant, changes in duty status, reassignment dates, leave, medical limitations, system outages, and each attempt to complete or submit the NCOER. Use documents that can be verified rather than general statements about being busy or unaware.

Supporting evidence may include email traffic, EES status records, approved leave documents, reassignment or departure orders, appointment records when appropriate, help-desk case numbers, and memoranda from members of the rating chain. Include only information that is relevant to the delay and protect personally identifiable or medical information.

Information to include	Useful supporting evidence	Why it matters
Evaluation period and suspense	NCOER draft or rating-chain record	Establishes the required timeline
Reason for delay	Orders, leave records, emails, or system tickets	Connects the circumstances to the missed date
Actions taken to correct it	EES history, correspondence, or help-desk responses	Shows diligence and follow-up
Current status	Signature status or S1 verification	Tells the approving authority what remains
Requested resolution	Command endorsement or routing instructions	Makes the action specific and actionable

Check the rater profile before making claims about how the delayed report will affect senior-rater assessments. The rater profile block has separate implications from a late-report exception, and the memorandum should not confuse administrative timeliness with the profile history.

Draft the exception memorandum

Use the format required by the command. A typical memorandum identifies the requesting Soldier, unit, evaluation type, rating period, reason the report is late, corrective actions taken, and the specific approval requested. The subject should clearly describe the action, such as a request to accept a late NCOER for processing.

Keep the explanation chronological and neutral. State what happened, when it happened, who took action, and what remains to be completed. If the delay resulted from another person’s action or an administrative breakdown, describe the facts without assigning unnecessary blame. If the Soldier contributed to the delay, acknowledge that point and explain the steps taken to correct it.

The requested relief should be precise. For example, ask the approving authority to accept the identified NCOER for processing, authorize late submission, or recognize the documented circumstances as an exception under the applicable procedure. Avoid requesting a favorable rating or asking the memorandum to change substantive performance content; those are separate matters.

Route the request through EES and command channels

Before submitting anything, have the S1, rating chain, and command reviewer check the dates, names, duty positions, signatures, and attachments. A memorandum with an incorrect rating chain or incomplete endorsement can delay the action further. Keep a complete copy of the packet and record when it was sent.

Follow the current EES workflow and local routing instructions. Some supporting documents may be uploaded with the evaluation, while others may need to move through command channels or an administrative case-management process. If EES rejects the transaction, preserve the rejection notice and ask the S1 whether the issue requires correction, resubmission, or separate approval.

Do not treat an exception request as an appeal of the evaluation’s content. An appeal generally challenges substantive inaccuracies, injustice, or procedural errors in the report, while a late NCOER request explains why the evaluation was not completed or submitted on time. The OER appeal process provides useful context for keeping those administrative actions separate, even though it addresses OER appeals.

Use practical safeguards before final submission

A clear packet is easier for each reviewer to approve and less likely to be returned for clarification. Before routing it, verify the following:

• Confirm the evaluation period, required suspense, and current EES status.
• Obtain written input or endorsement from the appropriate rating-chain members.
• Attach objective evidence supporting the reason for the delay.
• State exactly what exception or processing action the approving authority should take.
• Retain the final memorandum, endorsements, and submission receipts in personal records.

After submission, track the packet through the unit’s administrative channels rather than assuming that an EES upload has completed the process. Follow up respectfully when the suspense passes, and report any change in status to the S1 and rating chain. If the request is denied, ask for the written reason and the authorized corrective procedure instead of submitting duplicate packets.

A timely, accurate explanation gives the command the information needed to resolve a late NCOER. Begin with the S1 and rating chain, assemble the timeline and evidence, and submit the memorandum through the current command-approved process so the evaluation can move toward an official resolution.