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. "
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. ”[2] X Research source
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.
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. ”[3] X Research source 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. [4] X Research source
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. [7] X Research source 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.
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. [9] X Research source
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. [11] X Research source 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. [12] X Research source
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] X Research source
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.
