The first sentence or two of your deadline extension appeal letter should precisely, but clearly, state the purpose of writing the appeal letter.
Explain your Issues in Detail
Use the second paragraph of the letter to explain your inability to complete your project within the given time-frame Mention any health or personal issues you were/are facing, or if you or a team-mate of yours was caught up in a personal commitment. Whatever the issue was, explain it appropriately and how you propose to rectify the problem. You may also need to assure your supervisor that this is a one-off thing and will not happen again.
Be Factual and Specific
Make sure all the details you are including in your appeal letter are factual. Avoid dramatizing the situation since your supervisor may want to verify certain facts before making a decision.
Stick to the Point and Avoid Manipulating the Reader
Do not clutter your appeal letter with information that is irrelevant to the situation. Also avoid flattery, begging or extravagant promises to compensate. These are all ineffective methods and will further weaken your case.
Include any documentation required by policy or to validate your claims. For example if you have been caring for a sick parent or you yourself were sick, you can attach the physician’s prescription and other medical papers with the letter.
If the project is of an urgent nature, you may want to provide solutions to secure your position. Your supervisor or boss may not take too kindly to delays during crunch timings and crucial projects. While you can appeal for an extension, you should also suggest alternatives like overtime and working on weekends to convey how you take responsibility for your assignment and are willing to go the extra mile, if required.
Conclude with Complementary Gestures
Conclude your appeal letter by thanking your supervisor for his time and for considering your request.
Tips and Warnings:
- Whenever you are sending documents with a letter keep the originals with you and attach photocopies.
– Keep copies of all the correspondence between you and your supervisor until a deadline extension has been granted.
– The content and tone of your letter will have a great bearing on your boss or supervisor’s decision regarding your appeal. You must convey how you are completely dedicated to the project.
– Avoid blaming others for the delay.