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.

How to Email Your Professor for a Letter of Recommendation

Keep your professors’ contact information for future references and make sure to leave a good impression with them.

Step 1: Writing the Email

1. Greet your professor using their proper title

Begin your email just like you’d write a letter, and make a great first impression with a proper salutation like “Dear” or “Good afternoon.” Unless you’re on a first-name basis, it’s also good etiquette to address your professor by their professional title and last name.

2. Re-introduce yourself to refresh your professor’s memory.

Even if you and your professor are on good terms, use the first 1 or 2 sentences of your request to remind them who you are. Give them your name, the classes you’ve taken with them, and any extracurricular or one-on-one activities you’ve done together too. Keep this section concise and get right to the point!

3. Explain the purpose of your email and why you need a letter.

Tell your professor what you’re applying for, with details about the educational program, internship, or job, and let them know that the application requires a letter of recommendation. Avoid starting a tangent or talking about other unrelated things; stay on task and show your professor that you mean business.

For example, “I’m applying to UCLA’s graduate program for Film and Television, and I was hoping that you’d write a compelling letter of recommendation for me.”

4. Tell your professor why you want a letter from them.

Spend the next paragraph explaining how this professor impacted your life, what you learned from them, and why you asked them for a letter. You can also tell them a little more about yourself, why you’re applying for this particular position, and how you think their recommendation will help you get accepted.

5. Mention anything you want the letter of recommendation to include.

Start a new paragraph and tactfully let your professor know what information and experiences you hope they’ll discuss. Do this by bringing up the qualifications needed for the position or program you’re applying to and reminding your professor of instances that prove your abilities. That gives them a starting point when they begin the letter!

7. Inform your professor of the due date and how to submit the letter.

Submissions might be through a physical address or a digital address. If they’re submitting it digitally, provide either the email address or a link where they can upload the letter. Getting your application done in time will be much easier if your professor knows exactly when the letter is due and where to send it.

8. Thank your professor whether or not they write the letter.

In the last paragraph, let them know you value the time they spent reading your request and the time they’ll spend writing the letter. Thank them for their consideration, and tell them how much you appreciate their guidance thus far as your professor. No matter what happens, an earnest “thank you” is the polite thing to do!

9. Sign the email with a complimentary close and your name.

Below the final paragraph, use a closing statement like “Sincerely,” “Your former student,” or “Best regards.” Then, skip a line. Below that, write out your full name.

Step 2: Sending Email

Attach a cover letter and resume if you’re applying for a job or internship.

When your professor agrees to write the letter, they’ll need additional information about you and your qualifications. Write a cover letter, create a resume, and attach both so your professor doesn’t have to ask for them later on. Mention the attachments in your email, too.

Include a summary document listing the activities and courses you took.

Write a document that describes each course you’ve taken so far, your grades, any activities and clubs you’ve participated in, and awards you’ve received for your work. Then, attach it to the email so your professor can refer to the document while writing and better understand your qualifications.

Use a professional subject line that explains the purpose of your email.

Let your professor know up front that you’re requesting a letter of recommendation. They likely get a lot of emails, so a professional-sounding subject line will show your professor that the email is timely and important.

Step 3: Choosing a Professor & Timing Your Request

Pick a professor who knows you well and will write a good letter.

A letter of recommendation adds flavor and personality to your application. Where resumes offer a technical overview of your experience, letters of recommendation show who you are, what you can do, and what it’s like to work with you. Therefore, your letter will be stronger if the professor has a personal relationship with you.

Think of a backup plan if your first choice doesn’t work out.

Sometimes the professor might decline—not because they don’t want to, but because they feel like they know enough about you (or the position you’re applying for) to do the letter justice. That’s okay! Before sending out the first email request, brainstorm several professors you could ask for a letter. If anything happens, just send the next professor a request.

Make your request at least 4 to 6 weeks in advance, if possible.

Professors have a lot to do, from grading, teaching, and lesson plans to helping other students. You’re more likely to get a positive response if you give them plenty of time to write a letter! Ask them for the letter well before the due date so they don’t feel rushed and you have time to look for another reference if necessary.

Follow up with your professor 3 days before the letter’s due date.

Give your professor a few days to accept after sending your initial request. Then, once they do, set a reminder to reach out again 3 days before the letter’s deadline. If they haven’t sent over a letter of recommendation by then, check in with a polite reminder and ask them for an update.

For example, “I’m writing to touch base about the letter of recommendation for my internship application and ensure you have everything you need from me since the deadline is April 1st. Let me know if there’s anything else I can provide for you!”