Should You Request an Extension? A Practical Guide

Tender deadlines can test any business balancing multiple priorities. Deciding whether to request an extension requires weighing your credibility against the need for a high-quality submission. Drawing on industry best practices, here’s a clear guide on when to ask for more time and when to push through.

When to Request an Extension

An extension may be justified in specific situations, provided you follow the tender’s clarification process and support your request with evidence. Consider asking if:

1. Unforeseen Disruptions Occur: Events like natural disasters or a key team member’s sudden absence can disrupt your timeline. Provide evidence, such as historical project data, to show the impact and your commitment to a strong bid.

2. Clarification Delays Are Beyond Your Control: If an addendum introduces new requirements or unclear documents remain unresolved after the Q&A process, a brief extension is reasonable. Use past bid data to estimate the additional effort needed.

3. The Timeline Is Unrealistically Short: For complex tenders, a deadline offering insufficient time (e.g., under two weeks) may warrant a request. Reference historical bid efforts to justify a modest extension.

4. Technical Issues Arise: If the buyer’s portal is inaccessible or documents are unavailable, document the issue and request additional time to ensure fairness.

When to Avoid Requesting an Extension

Requesting an extension for internal issues can signal poor organisation. Avoid it in these cases:

1. Poor Planning: Delays due to late starts or misjudged timelines are your responsibility. Use a bid library, as mentioned in prior blogs, to streamline repetitive tasks.

2. Routine Workload Pressures: Overstretched teams are common but not a valid excuse. Leverage pre-prepared content like resumes or case studies to manage workload efficiently.

3. Minor Delays: Small issues, such as waiting for a supplier quote, can often be resolved within the deadline. Reserve extensions for significant obstacles.

4. Non-Negotiable Deadlines: Many government tenders have fixed deadlines. Requesting an extension risks disqualification, so monitor progress daily to stay on track.

How to Request an Extension (the Right Way)

If an extension is justified, your request must be professional, timely and aligned with the tender’s rules. A poorly handled request can harm your credibility, so follow these steps to get it right:

• Act Quickly: Time is critical. Submit your request as soon as you identify the need, ideally well before the deadline. Last-minute pleas can frustrate buyers and suggest poor planning. Early action shows you’re proactive and committed to quality.
• Use the Correct Channel: Always follow the tender’s instructions for submitting clarifications. Most tenders specify a Q&A portal, email address, or other formal process. Avoid informal methods like phone calls unless explicitly allowed, as this ensures your request is documented and trackable.
• Be Clear and Courteous: Write a concise, professional explanation of why you need the extension. Avoid vague or emotional language. For example: “Due to the release of Addendum 3 on [date], which introduced additional requirements in Schedule B, we respectfully request a short extension to ensure a complete and compliant response.” Back up your reasoning with specific details, like the impact of new requirements or external delays.
• Propose a Specific Timeframe: Don’t leave the buyer guessing. Suggest a realistic, modest extension, such as “an additional three business days.” This shows you’ve thought through the effort required and respect their schedule. If possible, reference past bid data to justify the timeframe (e.g., “Our historical bid efforts indicate an additional 10-15 hours for compliance with new requirements”).
• Acknowledge Their Constraints: Show you understand the buyer’s perspective by recognising their need to maintain the procurement schedule. For example: “We appreciate the importance of adhering to your timeline and will submit as soon as possible should the extension be approved.” This builds goodwill and demonstrates professionalism.
• Provide Supporting Evidence: Strengthen your case with data or documentation, such as screenshots of portal issues, timelines of addendum releases, or records of external disruptions. This aligns with best practices for transparency and helps justify your request.
• Confirm Eligibility: Double-check the tender documents to ensure extensions are permitted. Some tenders, particularly government ones, explicitly prohibit them. Submitting a request in these cases risks disqualification, so verify the rules first.

A sample request might look like this: “Dear [Procurement Contact], due to technical difficulties accessing the submission portal on [date], as evidenced by attached screenshots, we respectfully request a three-day extension to ensure our submission meets your requirements. We understand the importance of your procurement timeline and will prioritise a compliant response if approved. Thank you for considering our request.”

The Takeaway

Extensions are a last resort. Smart planning – using a bid library, tracking past bid efforts and building a contingency buffer – can often eliminate the need for extra time. When an extension is necessary, a well-crafted, evidence-based request preserves your bid’s quality and your reputation. Otherwise, rally your team, tap into your reusable content and deliver a polished submission on time.

Happy bidding!