How to Write a Letter Asking for an Extension
Read the three-step process of writing an extension request.
Submitting a paper or course requirement can be a difficult task and there are times when you feel that you can not beat the deadline or there could be a risk that your paper is not meeting all the requirements. In such situations, it is advisable to send your instructor or professor a request for an extension.
Step 1: Following Formal Letter Writing Conventions
2. Prepare a header section
The date should go in the upper right corner of the page. Skip one line below it and then type out your address, also justified to the right.
Then, skip another line and place your recipient’s full address flush with the left-hand side of the page
2. Employ a formal and full salutation
Start by typing “Dear” and then follow with their title and last name. For example, “Dear Mr. Brady” or “Dear Ms. Smith.” Some titles can be more complicated, such as “Dear Professor Montgomery” or “Dear Senator Smith.”
3. Use a concise paragraph format.
The body of your letter should be somewhere between 1-3 paragraphs.
In many cases, you can open with 1-2 lines, explain your request in 2-4 lines, and conclude in 1-2 lines. If you need to expand to a full three paragraphs, simply separate the introduction, body, and conclusion.
4. Pay attention to your concluding remarks.
Don’t disregard the importance of a solid conclusion. Use your final sentences to restate your case (in one line) and to thank them for their time. You might write, “I appreciate your consideration of my request.”
If you need a reply by a certain time, you should include that information at this point as well. For example, “Thank you for your consideration and I look forward to hearing from you next week.”
5. Include your full name and signature
Below the “Sincerely,” leave 3-4 lines blank. Then, type your full name and justify it to the left. Use the blank space to sign your name in pen. If you plan to email your letter, you can delete those spaces and go directly to a typed name
Step 2: Crafting the Content of the Letter
1.Write a letter as soon as you can
As soon as you know you will need an extension, immediately begin preparing your letter. You need to give the recipient as much time as possible to make a decision about your situation. You also want to appear prepared, despite asking for an adjustment to the schedule
2. Determine how much extra time you will need.
Consider all factors and submit a realistic request. If you ask for too little time, you may need to request another extension. Missing deadlines should be avoided whenever possible. So, it’s best to overestimate a little.
Depending on the situation, in any case, it is better to ask for a longer amount of time so that you can compromise and meet in the middle.
Be aware of the time constraints facing the recipient as well. They may be under their own deadlines that will now need to be pushed back.
3. Be aware of the existing rules.
Verify the current deadline before you ask for it to be altered. You don’t want to appear disorganized by requesting an extension when you don’t understand the current situation. If this doesn’t work for you, then you can always cite the tight turn-around schedule
4. Include a sound explanation for your request.
You are taking the time to craft the letter and your recipient will then take the time to read it, so make it worthwhile. Carefully consider your true reason for needing the extension and honestly convey this to your reader. Don’t lie or exaggerate as this will only hurt your case. For instance, if you are completing a project that could potentially impact the safety of others, pointing this fact out when asking for extra time could work in your favor.
If you have multiple reasons for your request, choose the best one and focus on it.
5. Provide a few carefully chosen details as part of your request.
Details will give your letter a sense of legitimacy and craftsmanship. This is especially important if you are submitting your letter to a government panel or some other group that you have never met personally. For example, if your grandfather dies two days before your college essay is due, it is best to describe the incident as a “family emergency” as opposed to a general “emergency.”
Have your paperwork in order before submitting any request. You may need to lay out a timeline of prior actions and applications.
6. Stay positive in tone and content.
No one wants to read a letter that is one whiny line after another. Instead, describe negative events quickly and concisely and move on to the positive solution that you propose. For example, if you think that an initial salary offer is too low, you might write, "I need more time to consider your offer. I do, however, think that a higher salary would allow me to do my job more efficiently."
7. Proofread your letter prior to submitting it.
Give yourself at least a few minutes to read over your letter before you send it off. Look for editorial mistakes and typos. Run the grammar and spell-checking software on your computer. Send it off to a trusted friend for a quick second read-through.
Step 3: Sending the Letter to the Recipient
1.Make or save a copy of your letter.
As soon as you’ve proofread your draft, and prior to sending it off, take a photo (transfer to pdf), save a draft online, or make a traditional copy of your letter.
2. Place it in the standard mail.
Take your letter to the local post office, give it to your mail carrier, or drop it in a post box. If you want more assurance that your letter was received you can always request extra tracking services for an additional fee.
3. Email your extension request.
This is probably the best way to send your request as it requires little time and is very reliable. Verify your recipient’s email address before sending and include your identification number, if relevant, in the subject line.
4. Make a phone call instead of writing.
If your need for an extension is urgent or very last minute, you may be better served by talking to them in person or by calling. If this is the situation, continue to act formally and state your case in an organized way.
Writing an extension request requires a thoughtful and strategic approach. It is crucial to clearly articulate the reasons for the extension request and to provide evidence to support your case. A well-crafted extension request should also demonstrate a proactive approach to problem-solving, by outlining a plan for how the additional time will be utilized to achieve the desired outcome. With careful planning and a persuasive argument, individuals can successfully navigate the process of requesting an extension and improve their chances of achieving their goals. As with any written communication, attention to detail and a professional tone can make all the difference in conveying a message that is both clear and convincing.
