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Application for Extension of Time for PhD – Sample Application for Requesting Extension of Time

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To, __________ (Receiver’s Name), __________ (Name of the University) __________ (Address)

Date: __/__/____ (Date)

Subject: Request for extension of time

Dear Sir/Madam,

With due respect, my name is __________ (Your Name) studying in department __________ (mention your department) holding roll number __________ (Mention roll number).

I am writing this letter to request for extension for __________ (Mention time duration). The reason for extension is __________ (Mention reason). I hope you accept this application. I will be highly obliged.

Yours Sincerely/ Faithfully, _________ (Signature), _________ (Name), _________ (Roll Number)

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• It's advisable to request an extension as soon as you realize you may need one, ideally well before the original deadline. This allows sufficient time for the university to review and process your request.
• Provide a clear and valid reason for needing the extension, such as unforeseen personal circumstances, additional time required for data collection or analysis, or unexpected challenges encountered during the research process.
• Depending on the university's policies, you may be required to provide supporting documentation, such as a medical certificate or a letter explaining your circumstances. Check with your department or supervisor for specific requirements.
• If your extension request is denied, you should discuss alternative options with your supervisor or academic advisor. They may be able to provide guidance on how to manage your workload and meet the original deadline.
• While it's possible to request multiple extensions, it's important to demonstrate valid reasons for each request and to communicate openly with your supervisor or academic advisor about your progress and any challenges you may be facing.

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Sample request letter for extension .

Sample Letter Request For Extension of Thesis / research work Submission. Request an extension of your thesis submission date.

Sample Letter Requesting Extension of Time

[Your Name]

[Recipient’s Name]

[Recipient’s Address]

Subject: Extension Request

Dear [Recipient’s Name],

I am writing to request a brief extension of time for [briefly state the reason]. I kindly ask for [number of days] additional days to ensure the quality of my work. Your consideration is greatly appreciated.

Requesting a Deadline Extension

[Your Address]

[City, State, ZIP Code]

Subject: Deadline Extension Request

I am writing to respectfully request an extension for the upcoming deadline on [mention the deadline date] for [briefly explain the project or task]. Due to unforeseen circumstances, I require [number of days] extra days to ensure the project’s completion to the best of my abilities. Your understanding and consideration are greatly appreciated.

Request Letter to Extend Date

[Recipient’ Name]

Subject: Request for Deadline Extension

I am writing to formally request an extension for the deadline of [mention the original deadline date] for [briefly describe the task or project]. Unfortunately, due to [briefly explain the reason for needing an extension], I am unable to meet the original deadline.

I kindly request an extension of [number of days] to ensure that I can complete this task effectively and to the best of my abilities. I understand the importance of meeting deadlines and apologize for any inconvenience caused. Your understanding and consideration of this request would be greatly appreciated.

Thank you for your time and consideration.

Sample Request Letter for Extension

Subject: Letter of request for extension for submission of thesis

Respected Graduate Studies office,

I am writing this letter to request an extension in the deadline for submitting my Master thesis. The date for submission is Sep 19, 2023, but I still have some writing work pending and fear that I will not be able to complete it within the original time frame.

Kindly consider the following reasons why I could not complete my research on time: At this stage in the research we are considering filling a patent file before we submit the thesis to the external reviewer only we need few weeks. Kindly consider my personal circumstance since I got pregnant and I had some complications during that time and after the childbirth. I wasn’t in any condition to work or study and hence, was unable to do any work on my thesis during almost one year. (A medical report is attached with the form). further more, I ‘m working in a full time job which slowed me down to finish my experiment work.

Considering my problem, kindly grant me an extension of few weeks only for submitting the thesis. I assure you that I will complete and submit my thesis well before the revised deadline.

Yours Sincerely,

————————–

Sample Deadline Extension Appeal Letter

To, The Dean, Allied University, Texas, United States of America.

Respected Sir,

With due respect, it is to state that I am student of M. Phil and I had scored good GPA in my two semesters of theory, but now this year is my thesis year and the date for submission for the thesis is ————, but I am unable to meet up the deadline as my some writing work is still pending because patent is to be reviewed by external reviewer before submission of the research thesis. I am pregnant as well and is facing complications in it and was unable to study or do any work related to the research and as a proof of my words I am attaching medical certificate of mine with this application and I am a working woman as well. All the three reasons are genuine in their nature and I need few weeks more in submission of the final research paper.

Kindly see to this matter and grant me more time for the completion of my thesis. Thanking in anticipation.

Yours Truly,

Ms. Rita Ronny,

Sample Letter for Extension

It is stated with due reverence that I am the student of this estimable university. I am in my final year and I have to submit my research project on 23rd of March. It is to inform you that recently my brother died and I could not handle myself. This drastic loss took a lot of my mental peace and time. It is my request to extend the submission date of my final research project. My nature of reason is very genuine and I hope you comprehend. I am sure that I will complete it by that time and submit you promptly.

Yours Faithful,

——————

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The Graduate School

University information technology (uit), main navigation, petition for an extension.

A petition for an extension of a Graduate student career beyond the established time limits consists of 

• formal letter of request to the Graduate Dean
• completion plan

The letter will demonstrate that the student is in good standing.

Good standing requirements

• satisfactory GPA for graduation
• formed supervisory committee
• program of study completed and approved by the faculty and directors of graduate studies/department chair
• taken all required preliminary exams and thesis proposal exams required by the department.
• proposed semester and year of graduation 

These must be fully updated in Grad Tracking.

The letter must demonstrate a firm commitment by the department, research supervisor, and the student to complete the agreement, including any commitments for financial support, and must provide a demonstration that the proposed path to graduation is feasible. 

Completion Plan

The completion plan lays out specific milestones leading to completion, and dates for the completion of the milestones. The milestones must include formal evaluation meetings with the supervisory committee at least once per semester (if a thesis defense does not occur within the semester).

The plan must be signed by

• the student
• the research supervisor
• the director of graduate studies or department chair

Failure to complete the milestones by the specified deadline may result in the dismissal from the program (the supervisory committee would review such a situation and make a recommendation).

Extension Limits

The petition may request either a one-semester or two-semester extension.

Further extensions will be considered for single semester extensions only, and any such request must provide a written update and a revised completion plan with updated milestones, dates, and signatures.

How to Submit the Petition

Send the letter and completion plan to the Graduate Records Office.

Email Graduate Records Office

Phd Extension Request Letter Sample

Are you in need of a Phd Extension Request Letter Sample? Look no further! Below, you will find examples of Phd Extension Request Letter Sample that you can use as a template and customize to fit your specific situation.

Understanding the Need for a Phd Extension Request Letter Sample

As a Phd student, there may be times when unforeseen circumstances arise that require you to request an extension for your Phd completion date. Writing a formal Phd Extension Request Letter is crucial in such situations to communicate your request clearly and professionally. Here are some common reasons why Phd students may need to request an extension:

• Unexpected personal or family emergencies
• Health issues that impact your ability to work on your Phd
• Unforeseen delays in research or data collection
• Changes in your Phd topic or methodology

Dear [Recipient’s Name],

I am writing to formally request an extension for my Phd completion date. Due to unforeseen personal circumstances, I have encountered delays in my research progress that have impacted my ability to meet the original deadline.

Despite my best efforts to stay on track, I have faced unexpected challenges that have hindered my progress. I believe that an extension of [number of months] months would allow me the necessary time to complete my research and submit my Phd thesis successfully.

I have attached documentation supporting my request, including a detailed plan outlining how I intend to utilize the extension period effectively to meet all remaining requirements for my Phd program.

Thank you for considering my request. I am committed to completing my Phd to the best of my abilities and believe that this extension will enable me to fulfill all necessary requirements successfully.

[Your Name]

Signature: ____________________

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Academic Registry and Council Secretariat

Request an extension of your thesis submission date.

This webpage and the extensions application form have been updated as of 10 July 2020. These changes take into account issues raised by the Covid-19 pandemic.

The main changes made are:

• The guidance notes on the form have been re-organised and updated.
• “Covid-19 disruption to study” has been added to the reasons for requesting an extension.
• Normally an extension can be applied for on one occasion only except in exceptional circumstances. Where the reason for the extension is due to the Covid-19 pandemic more than one extension can be applied for.
• The evidence requested in support of the application has been reduced. Students are asked to provide a timetable for completion of all work on the thesis and the proposed new thesis submission deadline. Draft thesis chapters are not required.
• Statements have been included in the approval sections for the primary supervisor and Director of Graduate Studies

Students in their final 12 months of study or who have writing up status may apply for an extension to the period of registration and the thesis submission deadline.

Please read the guidance here and the notes on the extension request form, carefully, before requesting an extension.

PGR Extension of Thesis Submission Form [XLS 133KB]

• You may request an extension of up to one year if your studies are being affected by circumstances beyond your control.
• Extensions can be granted in periods of whole months.
• Extensions may be permitted for a number of reasons, including illness, maternity/paternity/adoption leave, personal reasons and financial difficulties.
• Normally only one application is permitted except in exceptional circumstances, for example if the reason is due to Covid-19 issues.
• Requests should normally be applied for at the latest 3 months in advance of the current thesis submission deadline
• Students who have taken up employment during their writing-up year or final 12 months of study may apply for an extension.
• An extension will not be approved solely to allow students to take up training, work placements, or teaching opportunities.
• Extensions will not be approved for students who are not making adequate progress.

If you will not be able to work on your research programme at all for a period of time it may be more appropriate to request permission to interrupt your studies .

Application process

First, discuss your application with your Primary Supervisor to review your progress to date and to develop a timetable for completion of all work on the thesis and to agree a new thesis submission deadline.

On the form please explain how circumstances beyond your control make it impossible for you to complete the thesis by your current thesis submission date, and attach your timetable for completion of all work on the thesis and the proposed new thesis submission deadline. The thesis completion plan should include a table of contents, chapter headings and timetable for thesis completion for each chapter. Please use the template provided.

Requests for extensions must be approved by your Primary Supervisor and the school/institute Director of Graduate Studies. Your Primary supervisor and the Director of Graduate Studies (DGS) will review your application and, if they support your request, the DGS will forward the application to the Research Degrees Office by email to  [email protected]

Your request will be considered and the decision made by the Research Degrees Programmes and Examinations Board. When a decision has been made on your application, the Research Degrees Office will notify you and your school/institute.

Immigration permission

If you have Student Immigration Permission (formerly a Tier 4 visa) you may need to apply for an extension of your visa. Please see the  Advice and Counselling Guide before completing this form.

UKRI Research Council funded students

Students who receive their stipend funding from grants awarded by UK Research and Innovation (UKRI – the Research Councils) should check the UKRI doctoral training grant terms and conditions with their Doctoral Training Manager before applying for an extension. UKRI monitors the thesis submission rates of its funded students. Please refer to Council specific guidance for further detail. The terms and conditions of UKRI funding take precedence over the Queen Mary Academic Regulations.

Writing-up status

Students in their final 12 months of study who have not already transferred to writing-up status should discuss with their supervisor submitting an application to transfer to writing-up status using the online form in MySIS . A student who is in writing-up status by the time of the start of the extension period will not pay fees for the extended period of study.

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How to Write a Letter Asking for an Extension

Last Updated: May 10, 2024 References

This article was co-authored by Alexander Ruiz, M.Ed. . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been viewed 3,113,354 times.

Tips for Writing an Extension Letter

Write the date, your address, and the recipient's address in the upper right corner. State what your letter is about (like "I'm writing you concerning the essay due for class next week") and give a few details to explain why you're requesting the extension (like a "family emergency").

Sample Letters

Sample Emails

Following Formal Letter Writing Conventions

• 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

Crafting the Content of the Letter

• 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

Sending the Letter to the Recipient

• 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 “[email protected]” 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.

Expert Q&A

• Try to keep your letter at one page of length or less. This makes it appear complete, yet easy to skim through. [15] X Research source Thanks Helpful 0 Not Helpful 0
• Be aware if your recipient will send you something in return, such as a confirmation letter. Thanks Helpful 0 Not Helpful 0

• Be realistic in the promises that you make. You do not want to get an extension only to spend the extra time completing additional work. Thanks Helpful 2 Not Helpful 0
• Make this one-time extension request count. You do not want to try for another one. Thanks Helpful 1 Not Helpful 0
• Check to make sure that you’ve included all necessary forms with your request. And, some groups will require that you use their form letter as a template. Thanks Helpful 0 Not Helpful 1

You Might Also Like

• ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
• ↑ http://www.uwgb.edu/UWGBCMS/media/career-services/files/pdf/Professional-Letters-Guide.pdf
• ↑ https://en.oxforddictionaries.com/writing-help/how-to-write-a-business-letter
• ↑ https://www.themuse.com/advice/how-to-ask-for-a-deadline-extension-without-losing-your-street-cred
• ↑ http://www.monster.ca/career-advice/article/delaying-a-job-offer-ca
• ↑ http://www.complex.com/pop-culture/2013/09/how-to-get-an-extenstion-on-a-paper/be-specific
• ↑ http://www.cbsa-asfc.gc.ca/recourse-recours/extensionoftime-prorogationdedelai-eng.html

About This Article

To write a letter asking for an extension, start with a formal salutation, like "Dear Professor Montgomery." Then, in the body of your letter, state that you'd like an extension and explain why you need one. You should also include a new, realistic deadline that you think you can meet. Remember to keep the tone of your letter positive so it doesn't seem like you're whining or complaining. Also, try to limit your letter to 1-3 paragraphs so that it's short and straightforward. To learn how to end your letter, scroll down! Did this summary help you? Yes No

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York Graduate Research School

If unexpected circumstances are affecting your ability to work, you may be permitted to extend your progression or confirmation of enrolment deadline, or your submission deadline. 

There is no guarantee that you will be able to extend your programme, especially if the unexpected circumstances could have been remedied with a  Leave of Absence  at an earlier stage. Full details of permissible circumstances for extensions can be found in the  Policy on Research Degrees . 

*Your submission deadline is your original submission deadline or your deadline for re-submitting your thesis where you receive a revise and resubmit outcome at the first attempt, or your corrections deadline. 

Multiple extensions exceeding a total period of two years will not normally be granted.

Applying for an extension

Applications for extensions should be made before your current progression, confirmation of enrolment or submission deadline.

If you need to apply for an extension to a progression, confirmation of enrolment or submission deadline, you should speak to your supervisor. If you decide an extension is appropriate, you should agree a proposed extension date. This date should be justified by the circumstances and approved by your departmental Graduate Chair.

You should then complete a PGR Special Cases 'Change of Plan' request form:

PGR Special Cases 'Change of Plan' request form

The forms ask you to provide:

• a detailed account of the present state of the thesis or dissertation (submission only)
• detailed reasons for completion being delayed
• a detailed timetable for the completion of outstanding work agreed with the supervisor (submission only)
• the proposed extended progression, confirmation or submission date agreed with the supervisor
• supporting evidence (see below); your request will not be considered without this.

You may need the agreement of your funding body before an extension request can be approved.

[email protected] +44 (0)1904 325962 Student Hub, Information Centre Basement, Market Square

You must provide supporting evidence with your extension request. You should submit copies of any evidence along with the extension of submission form.

Evidence may include:

• A medical certificate or doctor’s or counsellor’s letter detailing your medical circumstances. This should include the duration and expected duration.
• A medical certificate or doctor’s or counsellor’s letter detailing a dependant's medical circumstances.
• A death certificate or other dated evidence of bereavement.
• Confirmation of maternity (MAT B1 form).
• A letter from an employer giving details of exceptional or unexpected employment commitments.

Sensitive information

Whilst it is encouraged that students share as much as they can with their department wherever possible, sometimes a student will not want to make their particular personal circumstances known to their department.

If this is the case then the student should submit their request in the normal way (i.e. submitting the form to their supervisor for approval and then the departmental Graduate Chair for departmental approval) but declare in their statement that they have submitted a separate statement and evidence directly to the Special Cases Officer in PGR Administration.

Sensitive information should be sent directly via email to  [email protected] .

Your request will be reviewed by PGR Special Cases. They may:

• Grant an extension outright;
• Grant an extension shorter than requested;
• Grant an extension with no possibility of further extension;
• Grant an extension subject to special conditions;
• Reject an extension outright.

PGR Special Cases will then inform you of their decision via email. This will confirm your new progression, confirmation of enrolment or submission date. This will also define any conditions attached to the extension, and detail any fees payable.

Computing and library access

For extensions to submission, you will have access to computing and library facilities for the period of the extension. Your access will end after your thesis has been submitted for examination.

Depending on your circumstances, you may have to pay a continuation fee following an extension to submission. You will be advised of this when your extension is confirmed.

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Please note that applications submitted after your submission deadline will be declined.

Doctoral, MSc and MLitt students please note that applications received any earlier than 3-6 months before the thesis submission deadline will be declined and you will be asked to reapply at the appropriate time.

Masters students, please note that applications received any earlier than 2 months before the thesis submission deadline will be declined and you will be asked to reapply at the appropriate time.

Applications should only be submitted if you know that you need additional time and not 'just in case' you do.

If you are a research student who is not self-funded, the terms and conditions of your funding may specify a thesis submission date that is earlier than your submission deadline displayed in CamSIS. If you are unable to meet your funder’s deadline you should discuss this with your funding scheme and supervisor as soon as possible. You only need apply for an extension through your CamSIS self-service if you are unable to submit your thesis by your University submission deadline.

Extension requests for coursework other than the thesis or dissertation (for example, essays, portfolio coursework, the First Year Assessment) should not be submitted via CamSIS - please contact your Department for advice on how to apply.

For taught courses, short deadlines which would not impact on the dates on which the marks would be considered by the Exam Board and Degree Committee can normally be considered locally - see below under 'Your submission date and how to apply'. 

Note that a longer extension may result in you completing and graduating later than the rest of your cohort, so you should seek clarification on the impact of this from your Department, Faculty or Degree Committee, particularly if the timing of your degree completion will have an impact on your future plans, such as further study, employment or visa applications. 

For all applications made via CamSIS self-service, each case is considered in line with the policy of the Postgraduate Committee, which is set out in the guidance on this page. 

Instructions on how to submit an application can be found on the   'Applying for a change in your student status' page.  Please check the guidance below before applying.

If you have any questions about applying for an extension, please submit a query here:  student-registry-help.admin.cam.ac.uk

All requests for an extension must include the following information:

• Visa issues
• Medical issues or family circumstances, where a period of intermission should have been requested or a break from study is currently needed
• Attending conferences
• Writing/publishing papers
• Undertaking further research, unless your supervisor, department or Degree Committee make a very strong academic case for this
• A safety net 'just in case' additional time is needed
• Employment - this includes employment if you are working while completing corrections to your thesis after your viva
• Job applications
• Not wishing to leave Cambridge
• Continued funding
• Poor planning -  it should be feasible to complete your research project within the maximum time-frame for your degree (for example, 4 years for a full-time PhD). Therefore reasons such as having collected too much data or a change of direction (unless due to circumstances outside your control) will not normally be considered valid
• Wanting to incorporate new material at a late stage unless there is a very strong case for this material being  essential  to your thesis rather than merely enhancing its quality
• Needing time for proofreading, editing or support with academic writing or wanting more time in order to improve the quality of your thesis  - students are expected to produce a thesis to the required standard within the normal time-frame for submission. In planning your thesis you should factor in time for proofreading/editing. 

Research students who do not submit their thesis by their submission date and do not have an extension approved, will be withdrawn from study. They may be able to apply for  reinstatement  when their thesis is ready for submission for examination but not to continue studying. Temporary withdrawal may not always be possible. You can find more information about the effects of withdrawal from study on the  Withdrawal from Study  page.

Students on taught Masters courses should contact their Department for information about the penalties applied for late or non-submission of work. 

PhD students are advised to read the information outlined on the International Student Office webpage:  https://www.internationalstudents.cam.ac.uk/immigration/student-visa/extending-your-visa-current-phd-student

 It is advisable for MPhil students to contact the International Student Office to check the implications of a change to your submission deadline. Some considerations include:

• Graduate visa eligibility – you may no longer be eligible if your new deadline means that degree approval would not be considered on the same timeline as the rest of your cohort.
• Student visa extension –   Masters students are not normally eligible for a student visa extension.
• ATAS requirements – If ATAS is required for your course and nationality, a change in your course dates may mean that a new ATAS certificate is necessary.

The International Student Office can be contacted by emailing [email protected] . 

Your submission date (thesis/dissertation)

If applying for an extension to the deadline for submitting corrections to your doctoral thesis following your viva, you need to apply in the same way. 

If you are on a taught Masters course and your course does not include a dissertation but you have an extension for other work approved by your Department which means your marks cannot be considered by the Exam Board and Degree Committee with those of your cohort, please forward the approval for your extension to  [email protected]  so that we can update your record to show why this is still active beyond your original completion date.

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Asking for an Extension

by Dagmar Gross | Dec 11, 2019 | Writing Advice | 21 comments

You’ve submitted your manuscript to a medical journal and you’re anxiously awaiting a decision. The editor emails you with a request to “Revise and Resubmit” (yaaay!), with what they consider “major” revisions (not so great, but still good!). And the journal’s deadline for resubmission is an automatically generated 3 weeks from the notification date – landing squarely on December 31 (boooo!), in the midst or end of the holidays, when you had planned to be away, or taking some well-deserved time off with family. Or the deadline is one month out, and there’s no way you’ll be able to complete the additional analyses, generate new figures, and revise the manuscript in that short a time frame.

While every reasonable attempt should be made to revise the manuscript and submit it by the deadline provided by the journal, sometimes it’s simply not feasible or do-able to meet that deadline. In case you weren’t aware – it is okay to request an extension on the submission deadline from the journal.

Yes, that’s right, one can ask for an extension. This shouldn’t be done routinely, but it is certainly a valid request in the circumstances I’ve described above. Or when the deadline falls in the middle of or immediately around a major industry conference that most authors will be attending and presenting at. Or when there are a dozen coauthors across 2 continents, who all need to provide approval, and several have travel or holidays planned close to the submission deadline.

How to go about requesting an extension? On many online manuscript submission sites, once the corresponding author has logged in, there’s actually a dedicated button for sending an email to the journal/editor. When you click on it, an email template is automatically generated. In some cases, the template even has a drop-down subject line list that includes an option for “requesting an extension” (how thoughtful!).

If this option does not exist within the manuscript submission site, then you would go to the decision email you received, hit ‘reply’, and send an email through your own program to the editor. Include “request for extension” and the manuscript reference number in the subject line of your email.

How to word this request? You’ll want to be tactful, respectful, and provide a sound reason for requesting the delay. Also convey that you’re very interested in making the revisions and are keen to have your paper re-considered for publication in the journal. Always remember, making the revisions and resubmitting the manuscript does not guarantee acceptance and publication. There may be further revision requests to address.

Also, always suggest a new deadline that you are confident you can meet. Ideally, it should not be more than four weeks later than the original resubmission deadline provided by the journal.

Here’s a sample request for extension that incorporates these suggestions:

Subject: Request for Extension for Manuscript #12345-R1

Dear Editorial Department,

RE: Manuscript #12345-R1, “Title Goes Here”

Thank you for your offer to revise and resubmit this manuscript for consideration for publication in <journal name>. We appreciate the detailed <thoughtful, insightful> comments made by the reviewers. We are currently working to thoroughly address their comments, and we have asked our statistician to assist with the requested revisions.

We note the deadline for resubmission is <date>. To fully address all of the reviewers’ comments in a manner that we hope will be satisfactory to them, and in light of travel commitments for some of the authors and the upcoming holidays <OR: and in light of most of the authors attending and presenting at the XY conference in City on Dates>, we would respectfully request a modest extension of the submission deadline to <suggest a date that is 2-4 weeks later>.

We hope this will be feasible, and we thank you for your consideration of this request.

Sincerely, Corresponding Author

Ideally, a request for an extension should be made as early as possible in the revision process, i.e., within a week of receiving the decision. However, sometimes you’ll have every intent of resubmitting within the deadline, but then circumstances beyond your control will delay the revision process and seriously compromise your ability to meet the deadline. Don’t wait to the last 48 hours – try to send in your request at least one week ahead of the deadline, and provide some kind of explanation about these circumstances that have delayed the revision.

Finally, it’s important to remember that the request for an extension of the resubmission deadline must come from the corresponding author.

I’d appreciate your feedback on this week’s tip and welcome suggestions for future weekly writing tips.

21 Comments

Excellent wording

Thanks. Glad you found it helpful.

Thank you so much for the tips. A great sharing!

You’re welcome! Glad you found it helpful.

It was very useful, thanks very much.

You’re welcome! Hope you’ll find useful information in my other blogs as well.

Glad to hear you’re finding my blogs helpful.

Glad you found it helpful.

Thank you very much!!! It was really helpful!!

Thanks Diane. It’s great to hear my blogs are helping someone.

It’s always good to hear people have found my Weekly Writing Tips helpful. Thank you!

What if after the extension time I would like to ask for further extension?

Hi K, that’s a tough question. One shouldn’t ask for a second extension unless there is a specific reason for your not being able to complete it by the first extension deadline. Examples might include the statistician or first author being away due to maternity leave, illness or such, or if it required you going into the data and reanalyzing everything (which you should have known when asking for the first extension). You’ll want to write the letter as above, but provide a more substantial reason.

Thanks a lot for this writting advice!

Glad you found it helpful. If there are any other topics you’d like me to address, please leave a comment with your suggestions.

You’re welcome! Glad you found it helpful. If you have any other questions, or suggestions for other Weekly Writing Tips, I’d be pleased to consider them.

Very nice wording, but I would probably skip the ‘modest’ part; i.e., it’s not up to me to decide if the requested deadline is indeed modest (even when requesting a very short extension).

Good point Mark. This is a suggested template only. Each person should individualize it according to their own language style and preferences. I personally feel it’s “universally” modest if only asking for 2 weeks or less and am comfortable stating this.

thanks. It was really helpful.

Great to hear, Mohammad. You’re welcome!

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Time Extension Request Letter: 4 Templates

Are you currently facing a situation where you need more time to complete a task or project? Composing a request for a time extension is a crucial step in ensuring that your responsibilities are met effectively and with the necessary care.

We’ll walk through each step, providing insights to ensure your message is clear, respectful, and persuasive.

Let’s approach this task together, recognizing the importance of open communication and understanding in professional settings.

What to Write in a Time Extension Request Letter

Drafting a Time Extension Request Letter gives you an opportunity to explain your situation and request additional time to meet your commitments. Follow these steps to craft a convincing and considerate message:

• Address the Relevant Party: Begin your letter by addressing the appropriate individual or department. Use their proper title and name if known.
• State the Purpose: Clearly state the purpose of your letter – that you are requesting an extension of time to complete a specific task, project, or assignment.
• Explain the Circumstances: Provide a concise but detailed explanation of the circumstances that have led to your need for an extension. Be transparent about any challenges or unexpected developments.
• Justify the Request: Clearly articulate why the extension is necessary. Highlight how the additional time will allow you to produce higher quality work or fulfill your responsibilities more effectively.
• Propose a New Deadline: Suggest a realistic and reasonable new deadline by which you believe you can complete the task or project. Ensure that the proposed deadline aligns with your ability to deliver quality work.
• Offer to Adjust Expectations: If applicable, offer to adjust any expectations or deliverables affected by the extension, demonstrating your commitment to meeting the highest standards.

Tips for Writing a Time Extension Request Letter

Consider the following tips to ensure your letter effectively communicates your request for a time extension:

• Be Concise and Clear: Keep your letter focused and to the point. Clearly communicate your request and the reasons behind it.
• Maintain Professionalism: Use a professional and respectful tone throughout the letter. Avoid language that is overly casual or informal.
• Provide Supporting Documentation (if relevant): If there are any supporting documents or evidence that can substantiate your request, consider including them.
• Express Gratitude: Thank the recipient for their understanding and consideration of your request. Demonstrating gratitude shows respect and appreciation.

By following these steps and tips, you’ll be well-prepared to compose a Time Extension Request Letter that effectively communicates your need for additional time to meet your commitments. Your letter will serve as a testament to your professionalism and your dedication to delivering quality work.

Letter Template: 1

Time Extension Permission Letter

(Name of the sender)

(Designation of the respective person)

(Name of the address)

Subject- letter of permission for an extension of time

Respected madam/sir,

This is letter is to inform you that I (mention your name) working as a (mention your designation) at (mention the name of the company or the name of the organization) would like to inform you that I want a time extension for my current project to complete. I am a hard-working and sincere employee.

It’s been a long time since I am working on this project; due to some reason, I had to go on a leave for few days, and due to this, I am lagging in time to complete my project.

[Give reason according to you in your own words. This is just an example given for the extension of time]. This letter is in request letter to you to give me some time extension in my work.

I would like to request you to please grant my permission so that I can complete my work on the assigned project to me. This will be a great help for me and my team. I will be highly obliged if you grant me permission for an extension of time.

For any further information or queries, you can reach us at (mention phone number) or through an email (mention email address).

Thanking you

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

Letter Template: 2

(Write the name of the sender)

(Write designation of the respective person)

(Write the name of the addressee)

Subject- Asking for permission for an extension of time

I am writing this letter to inform you that I (mention your name) working as the (mention your designation) at your (mention the name of the company or the name of the organization)  would like to inform you that I want some more time to work on my current project so that I can finish it.

As you know I love my job and do all the work on time but this time I had to take a few leaves for some days due to which I want some extension because I am lagging in time to complete this project.

As this is because[Give reason according to you in your own words. This is just an example given for the extension of time]; I hope you will understand. This letter is for the purpose to increase my days for this project so that I can complete it soon.

I would request you to understand this and accept my request for an extension so that I can complete my work on the assigned project nicely and on time.

This, will not only help me but also my team to finish the project soon. I will be obliged if you will grant me permission for an extension of time for the project.

For any questions or doubts, you can reach out to me at this number at (mention phone number) or can simply email me at (mention email address).

Thank you so much for understanding my situation.

Letter Template: 3

This is to inform you that I (mention your name) working at the (mention your designation) at the (mention the name of the company or the name of the organization) would want some more time on the ongoing project to complete it as I had to take few leaves for few days because of which we are lagging in completing the project.

So I hope you will understand my situation [Give reason according to you in your own words. This is just an example given for the extension of time] and will accept my request.

As you know, I complete my work on time, but this time, due to some urgent leaves from my side, we want an extension so that I and my team can complete the project as soon as possible.

I hope you will understand the reason for this request and will permit me so that we can complete our work on the assigned project soon. It will help us and will be highly obliged if you do so.

If this reason had not happened that as mentioned above, we would have completed this project as well as worked on time.

For any further discussion or queries, you can call me at this (mention phone number) or send an email to (mention email address).

Thank you so much for your understanding.

Letter Template: 4

A contract’s time extension clause has two functions. In the case of a delay, it gives a manufacturer more time to finish the job. It safeguards a customer’s ability to demand liquidated damages in cases when a manufacturer has caused project delays.

Sample Letter Requesting Extension of Time

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- Sample letter requesting extension of time

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient

I appreciate your letter and phone call from yesterday offering me the [Mention the job position] with the [Mention the organisational department]. I am thrilled about the chance this position presents, both in terms of work responsibilities and the setting, and I sincerely appreciate your trust in me to accept the post.

I am requesting that you take into account if it would be feasible for me to give you my decision by [Mention the month] [Mention the date] to confirm our phone chat from this afternoon. Such a delay would be greatly appreciated, and you can be sure that by that time, I will be capable of making a final choice.

I need to evaluate and fix any script errors that I’ve found. When I’m finished with the testing, the application will operate more efficiently and have fewer security threats.

I was meant to turn in the project on [Mention the month] [Mention the date], but if you could move it up to [Mention the month] [Mention the date], I would be grateful. Which will give me enough to complete the last round of testing.

I sincerely appreciate your time and consideration of my plea.

[Mention the name]

[Mention the profession]

I’m writing to ask for a deadline extension for the [Mention the project] I’m working on right now. The design and code are finished, but testing and bug fixing are taking a bit longer than I had planned.

This has to do with the upcoming picture book [Mention the project] from your publishing firm that I’m illustrating for kids.

Unfortunately, I won’t be able to submit the project’s final illustrations on [Mention the month] [Mention the date], [Mention the year], as I had planned. This morning I tripped in the garden and broke my right wrist. I can’t complete the task at this period because the doctor has told me to relax it for at least [Mention the weeks].

You requested that I decide by [Mention the month] [Mention the date] of next week. The fact that I won’t have all the knowledge I require to make this important decision through that date makes it even more pressing for me to act now.

I am wondering if it will be feasible to extend the deadline in order to finish the remaining illustrations since I have already produced a significant chunk of them. It will take me approximately a week to complete the illustrations after I regain my hand’s usage on [Mention the month] [Mention the date].

I apologise for the delay in your publishing schedule this may bring about. I’ll finish the task as soon as I can.

I appreciate your time and consideration of my circumstances in advance.

Best wishes.

Letter Template: 5

Regarding my enrolment in your [Mention the course], I’m writing to you. As you are aware, I have had a persistent illness for a number of weeks. Since I do not want to leave school next term due to my illness, I am grateful for everything you’ve done thus far to meet my needs. It has been very appreciated that you have agreed to accept my late projects and excuse my verified absences.

As you are aware, I am doing well and have finished all of my current school tasks. My doctor has given me the go-ahead to completely resume all of my hobbies. I do not, however, expect to be able to finish a well-researched essay on my topic by [Mention the month] [Mention the date] due to the difficulties I have already encountered. I would be very grateful if you would give me an [Mention the number of days] to finish this task. If you’re okay with it, I’d like to hand in my finished midterm paper on [Mention the month] [Mention the date], [Mention the year].

Again, I appreciate your offer and I hope you’ll give me the extra time I need to evaluate it carefully. I would be pleased to respond to you by [Mention the month] [Mention the date], [Mention the year], assuming that you are in agreement. Please inform me if this extension is possible. I appreciate your speedy reply in advance.

Letter Template: 6

I’ve been preparing to leave at the end of the year, as you are well aware. But as I’ve worked over the past few weeks, I’ve come to the conclusion that this might not be fully feasible. Even though there are more than enough skilled people here to finish things, I would prefer to manually see a few projects that I’ve been working on that are not even close to completion.

I had originally hoped to finish these projects by the time I left. We have all had a lot on our plates, though, because of the increased workload brought on by the most recent merger. As a result, I would like to continue working for another [Mention the number of months] after I am supposed to retire. I would really appreciate it if you could do this. I can guarantee you that I used this extra time well and that I would honestly feel much more secure knowing that I had completed the task at hand for this organization.

I’d be interested in hearing your opinions on this, and I’m always willing to talk more about it. If you don’t believe it’s feasible right now, I’ll do it all I can to get my team ready for your departure. I’m very grateful for the opportunity this organization has offered me, and I will certainly miss working here when I leave.

As we look into all of our residential, academic, vocational, and long-term care choices in our potential new home, this time would be very helpful to myself and my family.

I want to thank you once more for your concern and the compassion you have given me. Please respond to this at the earliest opportunity.

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