When you need more time for a deliverable.
Overview
It’s not easy predicting how much time a deliverable will take. While it’s not a good idea to regularly ask for more time, it happens. Don’t make a big deal of it. Frame it in a way so the client sees it as a win for them if more time is needed.
Hi <Client>,
I want to let you know that I need more time to complete <insert deliverable>.
In order to deliver a result I know you will be pleased with, it will take longer than I originally anticipated.
This delay will not push back the overall delivery of the project.
In looking at the rest of the project deliverables, I don’t foresee any delays.
Everything else is running smoothly and I think you’ll be quite pleased.
Let me know if you have any questions.
[Optional] This will affect the project delivery by <insert altered schedule>.
[Optional] I’d rather take the time to deliver an exceptional result rather than rush to give you something sub-par simply to meet a deadline.
<You>
Notes & Strategy
Don’t emphasize that you made an error in your original calculations.
Inform the client that the delay is a part of the project planning process and is not a big deal.
Reassure the client that everything else is on schedule and running smoothly.
Be sure there aren’t any other delays, and if there are, spell them out in one email.
Going back to the client with more delays is unprofessional.
The client may begin to question your competency and ability to project plan.
Be thorough and detail-oriented earlier rather than later.