No-Cost Extension Request Letter Template
When to use it
- NIH: a second or later extension, or a first extension requested after the eRA Commons window has closed.
- NSF: an NSF-approved extension, requested at least 45 days before the end date.
- DoD, foundations, and other sponsors that require a written request for every extension.
- Internal requests to your sponsored programs office before a recipient-approved extension.
Template preview
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Route through your sponsored programs office. The authorized organization representative usually co-signs or submits the request.
[Date]
[Grants management specialist or program officer name] [Agency and office] [Email]
Re: Request for no-cost extension Award number: [Number] Project title: [Title] PD/PI: [Name] Current project end date: [MM/DD/YYYY] Requested new end date: [MM/DD/YYYY] ([N] months)
Dear [Name]:
[Institution] requests a no-cost extension of [N] months for the award referenced above, extending the project end date from [current date] to [new date]. No additional funds are requested, and the scope of work will not change.
Justification
[Explain why the approved aims are not complete, for example: a delay in IRB approval, equipment delivery, recruitment, or a staff vacancy. Be specific about dates and causes.]
Progress to date
[Summarize what has been completed since the last progress report.]
Work to be completed during the extension
Remaining funds
The estimated unobligated balance as of [date] is $[amount]. These funds will support [personnel, supplies, participant costs] needed to complete the work above. [Attach a budget for the extension period if the sponsor requires one.]
Compliance
[Human subjects / animal] protocols remain approved through [date]. [Note any other approvals that remain current.]
Thank you for considering this request. Sincerely, [PD/PI signature, name, title] [Authorized organization representative signature, name, title]
Tips
- Ask early. NIH prior-approval requests should be submitted at least 30 days before the end date, and NSF-approved extensions at least 45 days before.
- Never use leftover money as the reason. Sponsors approve extensions to finish approved work, not to spend down a balance.
- Check the Notice of Award first: if expanded authorities apply, the first NIH extension is approved by your signing official in eRA Commons and does not need a letter.
- Make sure protocols, effort commitments, and subawards are extended too.
Frequently asked questions
When do I need a no-cost extension request letter?
When the sponsor must approve the extension: second or later NIH extensions, NSF-approved extensions, and sponsors without recipient-approved extensions. A first NIH extension under expanded authority is done in eRA Commons without a letter.
What is a good justification for a no-cost extension?
A specific reason the approved aims are not finished, such as recruitment delays, equipment delays, or staffing gaps, plus a plan and timeline for completing them with the remaining funds.
How long can a no-cost extension be?
Recipient-approved extensions at NIH and NSF are up to 12 months. Longer or additional extensions need sponsor approval and are granted case by case.
Can I request a no-cost extension after the end date?
It is much harder. Recipient-approved windows close at the end date, so late requests need sponsor approval and a strong explanation.
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