There are several reasons why an extension request letter may be required. You may need to request more time to complete a paper or project. Maybe someone offered you a job and you need to ask for an extension before given them your answer.
A formal letter, written with honesty and tact, is a respectful way to request an extension. It should consider the requirements of the recipient for granting the extension and any rules about extensions in the concerned institution.
Asking For A Favor?
Since extension letters are asking for a favor, many people feel embarrassed, and find it difficult to express themselves.
However, extension letters are normal for people in difficult or unexpected situations, and, if they are written according to proper business letter format and are polite and clear, there is no reason to feel embarrassed.
A student should not include statements that complain about the time limit given for a paper, and a prospective employee should not include statements complaining about low salary.
Some of the reasons for an extension request letter are:
- Extension of probationary period
- Extension of time to file a legal brief
- Extension for debt repayment
- Extension of medical leave
- Extension of a job interview date
This is a letter asking for special permission. The sender should not take for granted that the request will have a favorable outcome.
Letters that have a respectful tone and look professional have a better chance of success than a letter that is full of complaints and criticisms.
Letter Should Be Sent Well In Advance
The letter should be sent well in advance of the time for which the request is made. A last minute request puts the receiver under pressure and in an awkward situation.
It also shows irresponsibility and poor planning on the part of the requester. This is not a courteous way to ask for a favor.
The requester should have a realistic idea of how much time they need for an extension. If they ask for too little time, there is a chance they will miss that deadline too and need to ask for another extension. This will, most likely, not be well received. It is also important to consider the time limits of the recipient.
Asking For A Small Extension?
An employer may need to hire someone as soon as possible, so asking for a small extension may be all right, but asking for several weeks may not be acceptable.
A teacher or professor may be willing to grant an extension that is within the timing of the current semester, but not an extension that goes into the summer vacation or next semester.
Here are sample of an extension request letters. It should be sent by certified mail, so the sender has proof of the date it was sent and received.
Any enclosures should be copies, and no original documents should be sent. If the extension is granted, a follow up letter of appreciation should be sent immediately.
Sample 1 - Request Letter To Bank For Extension Of Loan Payment
[City, State, Zip Code]
[Account Number of Borrower if Applicable]
[Name of Lending Officer or Lender]
[Name of Bank or Lending Institution if Applicable]
[Address of Lender]
[City, State, Zip Code]
RE: Request for an extension of loan payments
Dear [Name of Loan Officer or Lender]:
This letter is a formal request to have a [TIME] extension on my car loan. I have made payments of [AMOUNT] per month for the past 24 months, and the loan is for 12 more months.
I have just lost my job and cannot make payments at this time. I need my car to find another job, and hope to do so within [TIME] at the most. I understand that the interest still accrues and intend to pay this debt in full.
Thank you for considering my request for a [TIME] extension of my car loan. I can be reached at [Phone Number] or at [Email Address]. I hope to receive a favorable reply from you soon. I will call to arrange an appointment next week.
Sample 2 - Extension Request Letter For Bankruptcy
[Date of Letter]
The Honorable [First, Last Name]
Judge of [Circuit, District or other Court Name]
[Address of Judge]
RE: Request for extension of bankruptcy case number NUMBER
Dear Judge [Last Name of Judge]:
I have filed for bankruptcy on DATE and the case number is NUMBER. I am having difficulty meeting the terms of the original bankruptcy agreement and am requesting an extension.
I lost my job as a manager in Name of Grocery Store, and will not be able to make the payments that I agreed to make in my Chapter 13 bankruptcy agreement. I have enclosed my dismissal letter.
I am requesting an extension of 30 days in order to find another job. I have made application to three stores and have interviews for two. Thank you for considering my request. I can be reached at Phone Number or Email Address if you need any more information.
List of Enclosures: Dismissal letter and required forms
Sample 3 - Assignment Extension Request Letter
City, State, Zip Code
City, State, Zip Code
Dear Receiver’s Name,
I am enrolled in your English Literature 101 class and have been absent for the past five weeks because of injuries I sustained in an automobile accident.
You have kindly accommodated my situation by allowing me to turn in my homework late, and this has helped make it possible for me to remain enrolled in the university and not lose a semester, and I am very grateful to you.
I have been released from the hospital, but still need to walk with crutches for the next month. Because of this inconvenience, it will be very difficult to do the required research for the mid-term paper that is due on DATE.
I would like to ask for an extension of 10 days to complete the paper. It is my intention to submit the paper to you on DATE.
Thank you again for the kindness you have shown me during this difficult time and for taking the time to consider my request.
I would be happy to answer any questions, and have enclosed a letter from my doctor explaining my current physical condition. You can call me at 555-123-4567 or email me at Name@email.com.
List of enclosures