The Extension Request Letter is a crucial business document used when a party needs to formally request additional time to fulfill contractual obligations under Hong Kong law. It is typically employed when unforeseen circumstances, delays, or other valid reasons prevent the completion of contracted work within originally agreed timeframes. The document serves as an official record of the request and forms part of the contract documentation, requiring careful preparation to ensure all necessary information is included and properly justified. The letter should comply with Hong Kong's legal requirements for business correspondence and contract modifications, while clearly outlining the reasons for the extension, proposed new timeline, and measures to mitigate any negative impacts. This document is particularly important in commercial relationships as it helps maintain professional relationships while formally addressing timeline changes.

1. Sender's Details and Date: Full company name, address, and date of the letter

2. Recipient's Details: Full name, title, company name and address of the recipient

3. Subject Line: Clear reference to the original contract/agreement and indication this is an extension request

4. Reference to Original Agreement: Specific details of the original agreement including date, contract number, and relevant deadlines

5. Current Status: Brief description of the current situation and progress

6. Extension Request: Clear statement of the extension being requested, including specific new proposed deadline

7. Justification: Explanation of the reasons for requesting the extension

8. Impact Mitigation: Description of steps being taken to ensure completion by the new deadline

9. Closing Statement: Professional closing with clear next steps and acknowledgment of recipient's consideration