Content

• Steps
• Advice
• Warning

Sometimes we need to ask for an extension for many reasons in life. Maybe you're in college and need more time to finish your essay, maybe you're struggling to finish a project at work.An efficient and proper renewal letter is always important. You should take some time to think precisely about your needs: how long do you need to apply for an extension and why? After that, write in a formal letter, send it out and follow up for peace of mind.

Steps

Method 1 of 3: Follow the convention of writing a formal letter

1. 

   Presents the page header. The submission date is located in the upper right corner of the page. Leave a row below blank and write your address, also right-aligned. Then, blank a row and write the recipient's complete address on the left side of the page.
   • If you are sending an email message, you can omit the date and address, starting with greetings. However, you need to make sure your headline is clear and effective. For example, if you send a letter to your professor, you could write the subject line, "Letter of extension - Nguyen Hoang Minh - B2 class K34".

2. 

   
   
   Write full and formal greetings. Start with the word "Dear", followed by the recipient's title and full name. For example, "Dear Mr. Nguyen Hai Trieu" or "Dear Mrs. Bui Phuong Mai". Some titles may be more complex, such as "Dear Professor Nguyen Duc Cuong" or "Dear Chairman Nguyen Van An".
   • This is a formal recommendation, so keep your style and content formal, even if you get to know these people intimately. Do not write "Hello Hanh".
   • Try to find a specific person to send the letter to. Otherwise, your letter will look like a sample letter. For example, "Dear Chairman Nguyen Van An" would be better than "Dear authorities".

3. 

   
   
   Use a brief layout. The body of the letter should have 1-3 paragraphs. In many cases, you can start with 2-3 lines. If you need to expand with the full 3 paragraphs, you just need to separate them into the opening, the body and the end.
   • To start your letter, you can write, "I am Nguyen Hoang Minh, student in class B2 K34". This will remind the professor to remember and not waste time figuring out who you are.

4. 

   
   
   Notice the end. Don't underestimate the importance of a solid ending. Use the last sentence to repeat your case (in one line) and thank the recipient for taking the time to read the message. You can write, "I appreciate your consideration of my proposal".
   • It is best to close the letter with a greeting before you sign it. Some good options are: "Sincerely", "Dear", "Hello".
   • If you need a response, you should state this in the end. Usually you can combine with a thank you. For example, "Thanks for your consideration, I look forward to hearing from you next week." However, be careful not to be too pushy.

5. 

   Enter your full name and signature. Below the "Sincerely" greeting, please keep 3-4 rows away. Then write your full name and left-align. Use the space above to sign with ink. If you plan to send an email, you can clear the space and type your name in it. advertisement

Method 2 of 3: Discuss message body

1. 

   Write as soon as possible. Prepare to write a letter as soon as you know it is necessary to apply for an extension. You need to give the recipient plenty of time to decide your case. You also need to show that you are prepared, even though you are asking to adjust your schedule.

2. 

   Determine how long you need to add. Take all factors into consideration and make realistic recommendations. If the grace period is too short, you may have to apply again. You must do your best to avoid deadlines being fulfilled, so it's best to estimate the amount of extra time.
   • Depending on the situation, you may need to write the letter as part of the negotiation process. In this case, you should apply for a deadline that is longer than the estimated time so that you can compromise and agree in the middle.
   • Estimated time based on your current progress and unfinished project parts. For example, if you've been working on a consulting project for three months, you will probably get an estimate of how much work is left.
   • You also need to be aware of the time limit that the recipient of the message is also facing. Maybe they're also under pressure because of deadlines. For example, university professors often have to submit mid-term grades, and they have to base on that deadline for students.

3. 

   Attention to applicable laws. You need to verify current deadlines before applying for an extension. Do not leave the impression that you are a lack of organization when asking for an extension without understanding the current situation. For example, some government agencies require you to file a petition within 24 hours of first contacting. If this doesn't work for you, you can complain that the time is too limited.

4. 

   Give a reasonable explanation. You are taking the time to draft the renewal letter, and the recipient will also take the time to read; so you need to write the letter properly. Carefully consider the real reason you need more time and present to your recipient honestly. Don't lie or exaggerate, as this will only harm you.
   • One good reason for this is that you want the job done carefully and carefully. For example, if you are working on a project where the safety of others may be affected, you might be sympathetic to bring this up.
   • If you have more than one reason to apply for an extension, choose the one that is most relevant and focus on that. For example, in case you are delayed accepting the offered job, tell them you want to find out more about shipping costs (if this is true) instead of letting them know that you are waiting for a word. invite another.

5. 

   Point out a few carefully selected details. The details provided will help make your letter appear legitimate and deft. This is especially important if you are submitting a letter to a government agency or another organization you have never met.
   • For example, if your grandfather died two days before the submission of his essay, it is best to present the fact as a "family emergency" rather than just generally "urgent." You can also mention his death and some information about your plans.
   • Organize your paperwork before submitting the renewal letter. You may need a description of the work and applications you have done, especially when working with government agencies or other official organizations. It is in your interest to prove that you have followed every step of the process by this point.

6. 

   Keep positive style and content. No one wants to read a letter full of complaints. Instead, just make a quick and brief presentation of negative facts and then state positive solutions. For example, if you think the starting salary is too low, you could write, “I need more time to consider your offer. However, I think a higher salary can help me work more efficiently.

7. 

   Read the message again before sending it. Take at least a few minutes to reread the message before you send it out. Check for editing and typing errors. Run grammar and spelling checking software on your computer. Send it to a trusted friend to have them read again. Don't rush or skip this step; otherwise, the recipient of the message will get the impression that you are sloppy, and that will affect the end result. advertisement

Method 3 of 3: Send a message to the recipient

1. 

   Make a copy or save the letter. When you finish reading the draft letter and before sending it out, take a photo (convert it to pdf), save the manuscript online or copy it in the traditional way. You can also record the date of the mailing if it does not match the date shown on the top of the message. Save this copy in a safe place for your personal record.

2. 

   Put in regular mailbox. Take it to the post office, give it to the postman, or put it in the mailbox. If you want to make sure the mail reaches the recipient, you can request a follow-up service for an additional fee.
   • If you want to send paper mail, you need to print it out with a printer and good quality ink. Handwritten renewals are not generally accepted.

3. 

   Send email for renewal. This is probably the best way to send renewals with less time and certainty. You need to verify the recipient's email address before sending it, and be sure to include your identifier in the subject line, if relevant.
   • The recipient will know exactly when you sent the email. Note this if you want to send mail late at night.
   • Your email should be formal, including the email address you use to send it. You should send this email with a professional account. For example, the letter sent from the email account [email protected] is appropriate.
   • If you are sending the mail by fax, be sure to keep the confirmation page to prove that you sent the mail successfully and that the message has been received.

4. 

   Make phone calls instead of writing letters. If you need to apply for a last-minute extension, it is probably better to talk to the person over the phone. In this case, you also need to be formal and present your case clearly. advertisement

Advice

• Try to write letters up to one page in length. This way, your letter feels complete and easy to glance at.
• Note if the recipient of the message sends a response, such as a confirmation message.

Warning

• Be realistic about promises. Do not apply for an extension just to spend extra time completing other additional missions.
• Make good use of the extended time. You probably won't want to try to apply for an extension again.
• Check that you have included the necessary forms in the message. In addition, some organizations will ask you to use their mailing template.