How to Write a Letter Asking for an Extension

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There are many times in life when you may need to ask for an extension. You may be in college and could use some extra time for a paper, or you may be struggling to complete a work project on time. Writing an effective and appropriate extension request letter is important. Spend some time considering the exact nature of your request : how much time will you need and why? [1] Then, write your letter in a formal style and send it off with tracking to ease your mind.

Tips for Writing an Extension Letter

Write the date, your address, and the recipient's address in the upper right corner. State what your letter is about (like "I'm writing you concerning the essay due for class next week") and give a few details to explain why you're requesting the extension (like a "family emergency").

Sample Letters

Sample Emails

Method 1
Method 1 of 3:

Following Formal Letter Writing Conventions

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  1. 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]
    • If you are sending your request via email, you can omit the date and address portions and start with your salutation. However, make sure to use an effective and clear subject line. For example, if you are emailing a professor, your subject line might read, "Mike Smith HIST 359 Paper Extension Request."
  2. Start my 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.”
    • Even if you know them informally, this is an official request so keep the tone and content formal. Do not write “Hi, Jim,” for example.
    • Try to find some specific person that you can address your letter to. Otherwise, it can appear like a form letter. For example, “Dear Senator Smith,” is preferable to, “To Whom It May Concern.” [3]
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  3. 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]
    • To open your letter you might state, “I am John Smith a student in your HIST 456 MWF morning class.” This will jog your professor’s memory and save them time looking you up.
  4. 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.”
    • It is best to close with an official “sign off” before your name. Some of the better options are: “Sincerely” “Best” “All the Best” “Best Regards.” [5]
    • If you need a reply by a certain time, you should include that information at this point as well. You can always pair it with your thanks. For example, “Thank you for your consideration and I look forward to hearing from you next week.” Just be careful not to appear overly pushy.
  5. 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. [6]
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Method 2
Method 2 of 3:

Crafting the Content of the Letter

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  1. 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. [7]
  2. 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. [8]
    • Depending on the situation, you might need to consider your letter as part of an ongoing negotiation. In that sense, it is better to ask for a longer amount of time so that you can compromise and meet in the middle.
    • Gauge your pace based upon your current progress and what parts of the project have yet to be completed. For example, if you have worked on a consulting project for three months you should have a pretty good sense of how much is left to do.
    • 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. For example, college professors are often required to submit midterm grades and schedule their paper deadlines accordingly.
  3. 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. For example, some government entities require that you submit your request within 24 hours of initial contact with them. If this doesn’t work for you, then you can always cite the tight turn-around schedule.
  4. 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. [9]
    • A good reason might be the desire to be thorough or cautious in your work. 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. For example, if you are delaying a job offer you might want to tell them that you would like to conduct additional research into the transfer costs (if this is indeed true) instead of letting them know that you are also waiting on another offer.
  5. 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. [10]
    • 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.” You may also want to mention his passing and some information about your travel arrangements.
    • Have your paperwork in order before submitting any request. You may need to lay out a timeline of prior actions and applications, especially if dealing with the government or another official entity. Showing that you have followed all steps of the process up until this point can only work in your favor. [11]
  6. 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. 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. Don’t rush or skip this process or you will appear sloppy and it could impact the final outcome. [12]
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Method 3
Method 3 of 3:

Sending the Letter to the Recipient

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  1. 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. You may also want to write down the mail off date if it doesn’t match the one at the top of the letter. File this copy somewhere safe for your personal record. [13]
  2. 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.
    • If you are going to mail off a hard copy of your letter, make sure to print it out using a high quality printer with a good ink cartridge. A handwritten extension request is generally not acceptable. [14]
  3. This is the 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.
    • Your recipient may be able to see the exact time that you sent the email. Be aware of this if you like to send off emails very late at night.
    • Keep your email formal and that includes the address that you use as well. Send this email from a professional-sounding account. For example, sending a work email from “John.k.Smith@yahoo.com” is appropriate.
    • If you send your letter via fax, make sure to hold on to the confirmation page showing that your transmission was successfully sent and received.
  4. 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.
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Expert Q&A

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  • Question
    How can I increase my chances of getting an extension?
    Alexander Ruiz, M.Ed.
    Educational Consultant
    Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University.
    Alexander Ruiz, M.Ed.
    Educational Consultant
    Expert Answer
    The number one mistake is not doing the assignment or project in the first place. If you're asking for an extension, there should be extenuating circumstances. If you do the assignment, or at least put effort into doing the assignment, you show whoever you are asking that you have been trying but have faced some difficulty. Try to follow up with certain questions or specific things you had issue with when asking for an extension.
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  • Question
    How can I write a letter to a judge asking for an extension?
    Community Answer
    Make sure you are very polite, and have a good reason for the extension. Beginning the letter with "Your Honor" is a good way to start.
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  • Question
    Should I email or hand deliver a payment extension to a Magistrate?
    Community Answer
    You should hand deliver. That way you are able to talk to someone face to face about making other arrangements and ensure they got it. Just remember to get a dated, stamped copy with the person's signature or name as a copy for your records.
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      Tips

      • Try to keep your letter at one page of length or less. This makes it appear complete, yet easy to skim through. [15]
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      • Try to complete as much of the assignment or project as you can, even if you know you must ask for an extension. Establishing that you have put in the effort to complete the assignment in your letter may encourage your supervisor or professor to be more sympathetic to your circumstances. [16]
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      • Be aware if your recipient will send you something in return, such as a confirmation letter.
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      Warnings

      • Be realistic in the promises that you make. You do not want to get an extension only to spend the extra time completing additional work.
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      • Make this one-time extension request count. You do not want to try for another one.
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      • Check to make sure that you’ve included all necessary forms with your request. And, some groups will require that you use their form letter as a template.
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      References

      1. ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
      2. ↑ https://owl.purdue.edu/owl/research_and_citation/mla_style/mla_formatting_and_style_guide/mla_general_format.html
      3. ↑ https://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
      4. ↑ https://writingcenter.unc.edu/tips-and-tools/conciseness-handout/
      5. ↑ https://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
      6. ↑ https://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
      7. ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
      8. ↑ https://career.vt.edu/job-search/deciding/requesting_extension.html
      9. ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
      1. ↑ https://vtrans.vermont.gov/sites/aot/files/grants/Template%20Letter%20for%20Time%20Extension%20Request.pdf
      2. ↑ https://www.cbsa-asfc.gc.ca/recourse-recours/extensionoftime-prorogationdedelai-eng.html
      3. ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/
      4. ↑ https://sacd.sdsu.edu/student-ombudsman/writing-an-effective-appeal-or-request-letter
      5. ↑ https://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
      6. ↑ https://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
      7. ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.

      About This Article

      Article Summary X

      To write a letter asking for an extension, start with a formal salutation, like "Dear Professor Montgomery." Then, in the body of your letter, state that you'd like an extension and explain why you need one. You should also include a new, realistic deadline that you think you can meet. Remember to keep the tone of your letter positive so it doesn't seem like you're whining or complaining. Also, try to limit your letter to 1-3 paragraphs so that it's short and straightforward. To learn how to end your letter, scroll down!

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