The best letter


This is the title of the Task 1 letter you saw in the previous presentation.

You are writing an important report for your Managing Director who is based at your company’s head office. You are unable to meet the deadline and need an extension.

Write a letter to your Director.

In your letter

• explain why you are unable to finish the report on time
• apologise for not meeting the deadline
• say what you are going to do to rectify the situation

 

Read three letters and decide which is the best response. The answer will be given and explained in the next video presentation.


Letter 1:

Dear Mr Smith,

I am writing to you as I have been experiencing difficulties with completion of the financial report which is due on February 26th. I am extremely sorry, but I need to request an extension until March 4th.

I have been unable to meet the deadline due to a shortage of staff in our office which has led to a temporary increase in my work load. I assure you that I will be able to provide the information you need no later than March 4th and sincerely hope that this will not cause too much inconvenience for you.

I will be working over time next week in order to ensure that I can complete the report as I know that you have a meeting scheduled for March 8th and that the information I need to provide is crucial to that.

Once again, I apologise sincerely and hope that you understand these unusual circumstances.


If you could please consider my request and confirm whether you are able to grant me an extension, it would be very much appreciated.

I thank you in advance for your understanding.

Yours sincerely,

 

David Holmes


Letter 2:

Dear Mr Smith,

I am writing to you as I have been having problems getting the financial report ready for February 26th. Really sorry, but can I let you have it on March 4th instead?

I can’t meet the deadline as a lot of members of staff are away and I have so much to do right now, you know things are really hectic at the moment. I promise to finish the report no later than March 4th and hope this won’t cause you too many hassles.

I’ll be working like crazy later all next week to get the report done as I know that you have a meeting scheduled for March 8th and that you really need the information by then.

Once again, I’m really sorry and hope that you can understand my problems.

I would be really happy if you can let me know that you agree, it would take a great weight off my mind!

Cheers.

Dave


Letter 3:

Dear Mr Smith,

I am writing to you as, despite trying to meet my commitments, I have been having great difficulty completing the financial report which is due on February 26th. I am extremely sorry, but I would like to request an extension until March 4th.

I have been unable to meet the deadline but I assure you that I will be able to provide the information you need no later than March 4th and that I am completely blameless in causing this delay.

I will be working after hours next week in order to ensure that I can complete the report as I know that you have a meeting scheduled for March 8th and that the information I need to provide will be presented at the meeting.

Once again, I apologise sincerely and hope that you understand these unusual circumstances. If you could please consider my request and confirm whether an extension is a possibility, it would be very much appreciated.

I thank you in advance for your understanding.

Yours sincerely

Mr D Holmes

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