How to Write an Extension Letter: 5 Templates

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A formal request for more time or a longer deadline for a particular activity, project, contract, or other obligation is known as an extension letter.

Usually, it is addressed to the person or business in charge of establishing the initial due date or maintaining the time limit.

Depending on the particulars of the situation and the demands of the organization or the individual, the structure and subject matter of a letter of extension may change. 

What is an extension letter

You might need to request a delay in several occasions in life. You can be a college student needing more research time or a working person having trouble finishing a job on time. 

It’s crucial to craft a letter of request for an acceptable and successful extension. Think carefully about the specifics of your request: what amount of time will you require, and the reason for the same? Then, to alleviate your worry, compose your letter in an official tone and send it by tracking.

What to include in the extension letter

Your Contact Details

Your name

Your postal code

State, City, and ZIP

Telephone Number and Email 

Contact details for the recipient

The recipient’s name

Title or Position Organisation Name Address

State, City, and ZIP

Salutation

Write the name of the recipient. For example, Dear Abc.

Introduction

Briefly describe the circumstance that calls for an extension after declaring the aim of your letter. Be succinct and detailed.

Extension Request

Give a clear description of the length of the extension that you are asking for, along with a date or time. Support your request by outlining any unanticipated events, difficulties, or factors that have necessitated a delay.

Convey Your Understanding and Remorse

Demonstrate your comprehension of the potential effects your request can have on other people or the organization, and apologize for any trouble it may have caused.

Express your sincere remorse for being late or any trouble it may have caused.

Outline of the plan

Briefly describe your proposed approach for finishing the assignment or task within the extra time, if applicable. Recipients should be assured that they will do the task quickly and effectively.

Thank You and Salutations

Thank the person for their consideration and understanding. If appropriate, thank them for their assistance or interaction throughout the procedure.

Closing

If you’re sending a physical letter, finish the letter with a formal close like “Sincerely” or “The finest regards,” your complete name, and your signature.

Enclosures

Include any relevant papers or files that you feel will help to substantiate your request in the letter’s enclosures.

Follow-up contact details

Provide your contact details once more, including your phone number and email address, in case the receiver wants to get in touch with you for more clarification or conversation.

Proofread

Check for errors before sending: Before delivering your letter, make sure to check it for grammatical and spelling mistakes. Make sure the writing is professional, clear, and brief.

How to write an extension letter (TIPS)

Get a header section ready. 

The top-right area of the page should have the date. Then, type the location of your residence, also emphasized to the right, skipping one line below it. The recipient’s whole address should then be placed inline with the left edge of the page after skipping one more line.

Use a formal, comprehensive salutation

“Dear” is the first word I type before their last name and title. Like “Dear Mr. Brady” or “Dear Ms. Smith.” More difficult titles are “Dear Professor Montgomery” and “Dear Senator Smith.”

Make your paragraphs brief

Your letter’s body should consist of one to three paragraphs. You can frequently begin with 1-2 lines, provide an explanation of the request in 2-4 lines, and wrap up in one or two lines. Simply divide the beginning, middle, and end into separate sections if you need to extend to a full three.

Pay close attention to your closing comments

Don’t undervalue the value of a strong finish. Use your concluding phrases to express gratitude to them for spending their time, and briefly explain your point. You may say something like, “I value the thoughtfulness of my request.”

Include your signature and complete name

Leave three to four lines blank below the “Sincerely.” Next, input your whole name using the left justification. Fill in the blank with your full name. You may remove those spaces and move straight to a written name if you intend to send your letter via email.

Key takeaways

The demand for a grace period, together with the length of time or deadline extension requested, should be made explicit in the letter.

Give a good argument for why you need the extension in your reasoning. Describe any unanticipated events, difficulties, or other causes that led to the requirement for more time.

Letter Template: 1

Time Extension Payment Letter

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

SUB: [ Insert the subject concerned to the letter]

Greetings of the day!

This letter is intended to inform you that I am in receipt of your letter dated [ insert the date of receiving the letter] and I acknowledge that my account is in arrears in the amount of [ Insert the total amount of money to be paid along with the currency]

In view of the COVID-19 pandemic, our organization has been experiencing some difficulties currently in collecting funds for our accounts. In fairness to our creditors, I would like to put forward this suggestion; that I send you [ insert the amount of money with the currency] per month for a period of [ insert the number of months required for the total amount to be paid] months in order to satisfy this obligation.

I am enclosing the first check for [ insert the amount of the money along with the currency] as a sign of good faith and with the hope that this proposal will be acceptable to you.

We assure this on our behalf that we are successful in our attempts to collect some of our larger receivables during the next few months.

Please do let us know your views regarding the proposal we have outlined. Thank you for your patience and we appreciate your understanding of this unfortunate situation.

Thank you very much!

Cordial Regards,

[ Insert the Full Name of the Sender]

[ Insert the designation at the organization], [ Insert the name of the organization]

[ insert the necessary contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

Leave Extension Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Leave extension letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient

I’m writing to let you know how my [Mention the kind of leave] leave is going. I am now on leave from [Mention the start date] to [original end date] for [Mention the initial leave duration] days. [Mention the justification for the extension]. I have to extend his leave for an additional [Mention the number of days] till [new end date] as a result.

For your convenience, I am including [name the documents] as an attachment. I am eligible for a maximum amount of [Mention the number] days/weeks/months of leave, as per [Mention the insert the rule number] of the firm’s leave policy.

I sincerely apologize for any inconvenience this adjustment in my leave schedule may have caused. I’m hoping you’ll understand my predicament and give my request some thought.

I spoke with [person’s name] and he/she agreed to stay on for another [Mention the amount of time]. I’ll keep working along with them to make sure everything runs smoothly. My email address and mobile number are still the same as what I previously provided [Mention the given above in this letter].

I appreciate your assistance and support in advance.

Sincerely,

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 3

Leave Extension Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Leave extension letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient

I want to let you know that I am now on sick leave. I will be on vacation for five days from [Mention the month] [Mention the date] to [Mention the month] [Mention the date], [Mention the year]. I had spent the first days entirely in bed. My health has significantly improved since yesterday.

I’m taking a total break from work until the doctor says I can resume normal activities in [Mention the number of days]. As a result, I ask that my leave be extended by [Mention the number of more days, to [Mention the month] [Mention the date], [Mention the year].

For your quick reference, kindly find my doctor’s note attached here. I sincerely apologize for any trouble this unforeseen leave prolongation has caused. But when I return to work after full recovery, I think it will enable me to carry out my responsibilities more effectively.

I’ve been on the phone coordinating with [Mention the name]. She has graciously consented to continue working until I get back. Please feel free to contact me urgently at [Mention the email] or by phone at [Mention the phone number]. I appreciate your attention in advance. I hope you’ll give my application some thought.

I regret taking a few days off, but the matter for which I took the vacation has not yet been resolved, therefore, I am stating this. I’m addressing the problem, and a decision will be made soon. Please give me another four days of leave because it needs a few more days. You have my sincere gratitude for this great deed. I appreciate it.

Sincerely,

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 4

Leave Extension Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Leave extension letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient

I am the sole of my parents, who are currently ailing, as I stated in my prior leave application. I had to take a three-day leave of absence in order to accompany my folks to the nearest hospital for a checkup. According to the medical professionals, both of my parents have viral fever. Prolonged bed rest and in-home medical attention have been advised.

Unfortunately, no one else at home is available to care for the children during such sleepless hours. So, please accept my sincere gratitude for extending my leave by two weeks so that both of my folks could provide for my needs and receive medical care at home.

The required reports and doctor’s certificates are attached to this email. Please connect me with a person I may talk to about the company-provided health insurance for employees.

There haven’t yet been any significant problems because I’ve been in frequent contact with my coworkers who are replacing my shifts at work. But please accept my sincere apologies for any difficulty I may be creating. I’m hoping you’ll understand my predicament and extend my leave.

I respectfully ask that you take my situation into account and give me an additional week off. I’ll be back in the city on [Mention the date] and start working again on Mention the date]. My coworker [Mention the coworker] is willing to take up my responsibilities till then. I’m available [Mention the period] by phone and email for any additional urgent requirements and questions.

I’m grateful for your priceless time and kind deliberation.

Sincerely,

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 5

Leave Extension Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Leave extension letter

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient

I’m writing to let you know that I’m now on sick leave. Due to an accident that left me with severe back pain, I missed ten days of work. However, despite the hospitalization and medication, there is no relief of the pain or stiffness. I’ve been told by the doctor to have a quick procedure, which will be done late next week. I require vacation for at least two additional weeks, beginning on [Mention the starting date], in order to do this [Mention the end date].

In order to extend my present leave from work, I am writing to you. Due to my father’s heart arrest last week, I had to get back home. While he is currently making a steady recovery, it will take a few more days for him to be stable enough to handle things on his own. I have had to stay with him till then. Therefore I won’t be able to go back to work as scheduled on [Mention the day].

This has to do with the need I have for a leave extension. I already notified the administration that my [Mention the month] would begin on [Mention the date] and conclude on [Mention the date].

My newborn, however, has severe breathing issues and needs to be admitted to the hospital right away. My doctor advised me that I should have at least another week to focus on my infant’s medical requirements. I hereby ask for a leave of absence from employment until at least [Mention the date].

Sincerely,

[Mention the name]

[Mention the profession]

[Mention the contact details]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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