Ask to Extend or Shorten a Deadline • Example Letters, Guides and Samples

Guides

State your request directly--possibly acknowledging that it may cause difficulties. Don't apologize excessively. It will weaken your request.

How to write this request letter:

  1. Inform the reader that you wish to shorten or extend either your deadline or the reader's deadline.
  2. Explain your reasons for changing the deadline.
  3. Acknowledge the inconvenience the change may cause. Thank the reader and, if appropriate, offer assistance.

Example Letter #1

Copied

I wish to request a fourteen-day extension of your storm window delivery deadline. A labor dispute has disrupted work at the manufacturing plant in Springfield, and negotiators are working around the clock to reach a settlement. Your order will be shipped as soon as work resumes. I apologize for any inconvenience this may cause you. Thank you for your understanding.

Example Letter #2

Copied

I need to change the deadline for completing our new home from April 15 to April 1. My wife and three children cannot tolerate living in a motel for another month. I know this will be a strain on your work schedule, but am willing to pay an additional $1400 ($100 for each day) over my contract price to cover any extra expenses you may incur. Please contact me immediately to discuss this change.

Example Letter #3

Copied

Although we agreed earlier that I would pay overtime wages, if necessary, so that the carpeting could be completed by April 10, the situation has changed. The painting of the building's interior has been delayed, so the deadline for having the carpeting in place has been moved forward to April 24.

This should help you to complete the project without incurring any overtime costs. I realize that such changes are never convenient, but trust that the extra time will, in the long run, benefit us all. Please let me know if there is any problem with this change; otherwise I will assume that this is acceptable to you.

Example Letter #4

Copied

We have received such an overwhelming response to our offer that we are unable to process all the orders by our original deadline of August 31. We have hired extra help and are working as quickly as we can, but in spite of this, your order will not be mailed until October 1.

We apologize for any inconvenience this may cause. If you would like to cancel your order, please call us at 555-5555. If we do not hear from you, we will go ahead and fill your order. We are sure you will agree that it was worth the wait. Thank you for your patience.

Write Your Letter Step-by-Step

1 Inform the reader that you wish to shorten or extend either your deadline or the reader's deadline.

Sample Sentences for Step 1
  • Due to the vandalism at the site, I must ask you to permit us to extend our deadline an extra two weeks.
  • We have experienced some minor weather-related delays in our work over the past week and wish to extend our deadline one week.
  • I know we decided that you would have until June 11 to complete the project, but I need to ask you to finish by June 3. I'm sorry for the change, but our schedule has been moved up by the main contractor.
  • Would you please submit your bid by October 2, instead of October 5? I know this shortens the deadline, but I also know how efficient you are.
  • Although our deadline is only three days away, I would appreciate your patience for a few extra days as we smooth out some rough spots.
  • When we accepted your bid for the project, we told you that you would have two months in which to complete the work. Now, however, we must request that you finish at least one week early.
  • Due to the shipping delays, we will be unable to complete the work by Friday. We sincerely hope it will not cause a problem if we give you the results on the following Monday, March 15.
Sample Phrases for Step 1
  • a variation from our original agreement
  • as a result of the
  • ask that you finish by
  • ask for your patience and understanding
  • has presented us with a unique challenge
  • have experienced some minor delays
  • in view of these difficulties
  • must ask you to extend our deadline
  • must request that the deadline be extended to
  • need additional time in order to
  • need you to
  • realize that this may be an imposition
  • realize that we agreed upon
  • request that you be ready to
  • to hand over the project by
  • request an extension of the initial
  • request that you complete the project by
  • request an extension of
  • requests that the due date be moved from
  • the delay, as you are aware, was unavoidable
  • will appreciate your cooperation in
  • will be able to complete the work by
  • will be able to ship your order by
  • will complete the project by
  • wish to extend our deadline by
  • would be grateful if you would

2 Explain your reasons for changing the deadline.

Sample Sentences for Step 2
  • I hope you will understand that this delay is unavoidable. We didn't receive the data we needed from your company until last week.
  • We are still waiting for the zoning committee to make a decision.
  • We have not yet received the written confirmation of the changes you requested.
  • Our auditors will come next week and we want to have all the data organized and ready for inspection at that time.
  • The delay is, unfortunately, unavoidable.
  • I will be traveling to Springfield on Friday and would like to take samples of the finished product with me to show to my colleagues.
Sample Phrases for Step 2
  • am experiencing financial problems
  • an additional week now will gain us
  • are still waiting for
  • assure you that we have explored every
  • did not receive the
  • did not receive the data we needed
  • extra time will permit us to
  • fear that submitting anything less may jeopardize
  • for the decision of
  • hope you will understand that
  • in order for us to uphold this standard
  • in order to offer you the best
  • is beyond our control
  • is not possible for them to meet until
  • need to be ready for inspection by
  • occasionally, situations arise over which we have no control
  • pride ourselves on promptness, but
  • questions have arisen about
  • the changes to the specifications have resulted in
  • this delay is unavoidable
  • time to answer new questions about
  • to avoid costly delays later on
  • want to have all the data organized
  • will be ready for inspection by
  • will be difficult to

3 Acknowledge the inconvenience the change may cause. Thank the reader and, if appropriate, offer assistance.

Sample Sentences for Step 3
  • I realize that this will not be easy, but ask for your best effort. Please call my office if you need help. We have a few people who might be available.
  • Although the delay may cause you some inconvenience now, I think in the long run you will be glad that we took the time to give you a perfected product. Thank you for your patience and understanding.
  • We apologize for the inconvenience our request may cause and thank you for your good work.
  • We will be happy to cover the extra cost of overtime wages for your crew.
  • My apologies for the inconvenience. Please let me know if I can help you in some way.
  • Thank you for the extra effort. It is important that we do it correctly. We will negotiate the payment of extra expenses this may cause you to incur.
  • Thank you in advance for your flexibility in this matter.
Sample Phrases for Step 3
  • all I ask is your best effort
  • although the delay may cause you some inconvenience now
  • apologize for any problems this delay causes you
  • apologize for the inconvenience
  • for your cooperation
  • for your attention to this matter
  • for your patience and understanding
  • for the extra effort
  • for your good work
  • hope you will be able to accommodate us
  • if you need any help
  • if you will be able to
  • if you have any questions
  • if I can help you in some way
  • if you need someone to cover
  • is important to do it right
  • let me know if
  • please call my office
  • realize that the task may not be easy
  • simply a temporary setback
  • thank you in advance for
  • thank you for
  • to negotiate payment of
  • will call for a confirmation of
  • will be willing to
  • will benefit you in the long run
  • will do everything we can to
  • will be glad we took the time to
  • will pay dividends in the long run
  • would appreciate a prompt response
  • would be grateful if you would
  • would appreciate anything you can do to
  • your professional handling of this