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