There are many events in life that require you to ask for an extension of time. Maybe you need time to do homework, or have trouble completing work projects on time. At such times, you should be able to write a letter requesting an extension of time effectively and appropriately. Think about your request, such as how much time do you need and why? Then, write the letter in a formal style and send it with a tracker to keep you calm.
Step
Method 1 of 3: Compiling the Contents of the Letter
Step 1. Write as soon as possible
Once you know you need an extension of time, immediately prepare a letter. You should give the recipient as much time as possible to decide on your situation. You also need to appear ready despite the fact that you are asking for a schedule adjustment.
Step 2. Determine how much extra time you need
Consider all factors and make a realistic request. If the requested time is too short, you may have to ask for an extension later. Whenever possible, deadlines should not be missed. So, it's best if your calculations are a bit exaggerated.
- Depending on the situation, you may want to consider this letter as part of the negotiations. In this case, it's a good idea to ask for more time so there is still room to compromise and find a middle ground.
- Measure your speed based on your current progress and what part is yet to be completed. For example, if you've been working on a consulting project for three months, you should be able to estimate how much work is still unfinished.
- Be aware that the recipient of the letter may also have a time limit. Maybe they also have a deadline that should now be pushed back. For example, lecturers usually have to give the faculty mid-semester grades and must schedule the submission of student assignments according to the deadline.
Step 3. Know the rules
Know the exact deadline before you ask for an adjustment. Don't give the impression that you can't manage your time by asking for an extension without knowing the current situation. For example, some government agencies require you to submit a request within 24 hours of initial contact. If you can't meet it, you can say the schedule is too tight.
Step 4. Include a plausible explanation
You devote time to drafting the letter and the recipient also takes the time to read it. So, make this letter meaningful. Think about your real reason and convey it honestly to the recipient. Do not lie or exaggerate the reasons because you will lose yourself.
- A good reason could be put forward is the desire to work thoroughly and carefully. For example, if you are completing a project that affects the safety of a large number of people, stating this fact in your explanation will benefit you.
- If there are several reasons, choose the best one. For example, if you put off a job offer, say that you want to do additional research on moving costs (if that's true), don't say that you're also waiting for another offer.
Step 5. Provide some selected details
Details will give a touch of authenticity and skill in writing. This is especially important if you are writing to the government or a group of people you have never personally met.
- For example, if your grandpa died two days before the college essay deadline, you might want to describe the event as a “family emergency”, not just an “emergency matter.” You will also need to mention your grandfather's departure and some information about your trip back home.
- Prepare documents before submitting a request. You may need to describe your previous application or employment, especially if you are dealing with the government or other official bodies. Showing that you've followed all the steps of the process up to this point will benefit your case.
Step 6. Choose a positive style and content
No one wants to read a letter containing a complaint. Instead, describe the negative event quickly and level, then move on to the positive solution you asked for. For example, if you feel your starting salary offer is too low, you might write, "I need some time to consider your offer. However, I feel that the higher salary allows me to work more efficiently."
Step 7. Research the letter before sending it
Take a few minutes to reread your letter before sending it. Look for editorial and typing errors. Run a grammar and spell checking program on the computer. Ask your trusted friend to read it. Don't rush or skip this step because if you make a mistake, you'll come across as careless and that could affect the final result.
Method 2 of 3: Following Formal Letter Writing Rules
Step 1. Prepare the title section
The date should be in the top right corner of the page. Skip one line below it, then write the address, also right aligned. Then, skip another line and write down the full address of the left-aligned recipient.
If the request is sent via email, you can omit the date and address part, and go straight to the greeting. However, make sure you use an effective and clear subject. For example, if you are sending a letter to a lecturer, write the subject "Request for Extension of Andi Widodo's Javanese History Paper"
Step 2. Use a formal and complete greeting
Start with "Dear." Then follow by title and name. For example, “Dear. Mr. Baskoro" or "Dear. Mrs. Darmawati". Sometimes you also have to use a complicated title, like, “Dear. Professor Abdurrahman" or "Dear. Raden Wiraningrat".
- Even if you know the recipient informally, this letter is still a formal request so the style and content should be formal. Don't write, "Hi, Don," for example.
- Try to find a specific person who will receive your letter. Otherwise, your letter will look like a format letter. For example, “Dear. Raden Wiraningrat" is better than "To the Interested".
Step 3. Use short paragraph formatting
The body of the letter should consist of only 1-3 paragraphs. In most cases, you can open with 1-2 lines, explain the request in 2-4 lines, and conclude with 1-2 lines. If you must develop up to three full paragraphs, separate the introduction, body, and conclusion.
To open the letter, you can say, "I am Andi Widodo, a student who attends your Javanese History class every Monday morning in room III-C." This will awaken the memory of the lecturer and he will not have to look for who you are
Step 4. Pay attention to the conclusion words
Don't overlook the importance of solid conclusions. Use this last sentence to restate your case (in one line) and thank the recipient for the time. You could write, “Thank you for your time and consideration.”
- Close the letter with a formal greeting before your name. Some of them are “Sincerely”, “Sincerely”, or “With all due respect”.
- If you need a reply within a certain time, include that information at the end. You can put it in the thank you line. For example, “Thanks for your consideration and I look forward to hearing from you next week.” When writing this section, try not to give the impression of pressuring or chasing the recipient.
Step 5. Enter your full name and signature
Under the “Sincerely” greeting, leave 3-4 lines blank. Then, write the full name left-aligned. Use the blank line to add the original signature. If this letter will be sent via email, you can delete the blank line and just type in the name.
Method 3 of 3: Sending Letters to Recipients
Step 1. Make or save a copy of your letter
After proofreading the draft and before sending it, take a photo of the letter, (transferred to PDF), save the draft online, or photocopy it. You may need to note the date of delivery if it is not the same as the date of the letter. Keep this copy in a safe place for personal files.
Step 2. Ship by standard shipping
Take the letter to the post office, hand it to the clerk, or put it in the mailbox. If you want assurance that the mail has been received, ask for a tracking service.
If the letter is sent by post, make sure it is printed on a high-quality printer with good ink. Handwritten letters of request are generally not accepted
Step 3. Send it by email
This is probably the best way to send a request as it doesn't take much time and is very reliable. Make sure the recipient's email address is correct and include your identification number, if relevant, in the subject.
- The recipient can see the day and time you sent the email. Be aware of this if you frequently email late at night.
- Make sure your email is formal with the address you use. Submit from a professional-looking account. An example of an appropriate email account for work is "[email protected]".
- If you are sending a letter via fax, be sure to wait for the confirmation page indicating that your letter was successfully sent and received.
Step 4. Make a request by phone instead of a letter
If your request is urgent or nearing the last minute, it may be a good idea to ask in person over the phone. If this is the case, stick to a formal attitude and state your case coherently.
Tips
- Try to write a letter of one page or less. A letter like this looks complete, yet easy to read.
- Know if the recipient will send a reply, such as a confirmation letter.
Warning
- Promise something realistic. Don't let your extra time just be spent on additional tasks.
- Make the most of this extension. Do not let you ask for an extension again.
- Make sure you have included all the required formats. Some organizations require you to use a letter format that they have defined.
