Understand Why They Need an Extension

• The first step is to understand why they are asking for an extension. There may be legitimate reasons like an illness, family emergency, or unexpected setback with the project.

• Ask questions to understand the full context instead of just saying no. Building empathy will lead to a better outcome.

Discuss a Reasonable New Deadline

• Don’t overcommit to an unrealistic deadline that sets them up for failure. Discuss what timeline makes sense given the circumstances.

• See if you can split the project into phases so that critical components can be delivered on time while other parts take longer.

Get Written Confirmation

• After agreeing to a new deadline, get written confirmation via email so there is no confusion later on.

• Write up a brief summary such as “As discussed, the new delivery date for Project X will be July 15th due to the circumstances you shared about unexpected illness. Please reply confirming you agree with this new timeline.”

Highlight Accountability

• While extending grace, also set the expectation that the new deadline is firm and you are counting on them to deliver by the agreed date.

• Politely but firmly state that further delays will not be accepted without proper planning/discussion ahead of time.

Offer to Help Remove Obstacles

• Ask if there is anything you can do to help get the project back on track on their end. Offer assistance or resources if appropriate.

• Make sure the extension is to account for a temporary issue rather than an overly complex or under resourced project.

The free Chrome extension superReply can help take the stress out of important emails like extension requests. It gives reminders, templates, and tools to handle requests professionally. Install it now to save time and keep communication smooth!