A no-cost extension gives you more time to finish a grant-funded project without asking for more money. Timing matters: a request made well before the end date, with a clear reason and a plan to finish, is far easier for a funder to consider than one made after it. Here is how the rules differ between federal awards and foundations, what a request should contain, and wording you can adapt.
What a no-cost extension is, and what it is not
A no-cost extension moves the end date of the grant period. The award amount stays the same: you finish the planned work with the money you have left. It is not a way to change what the project does, and the federal one-time extension cannot be used simply to spend a leftover balance.
If you also need to move money between budget lines, change key staff or change the project's objectives, treat that as a separate change request. On federal awards, a change in scope or objectives, or in key personnel named in the award, always needs prior written approval under 2 CFR 200.308(f); budget transfers depend on thresholds and the award terms. Many foundation agreements set similar rules.
Federal awards: the one-time extension under 2 CFR 200.308
Under the Uniform Guidance, 2 CFR 200.308(g)(2) lets a recipient whose award terms authorize it initiate a one-time extension of the period of performance by up to 12 months, without prior approval. Research awards are generally authorized by default under 200.308(h); for other awards, check that the permission is written into your terms and conditions, or ask for prior approval. Even when authorized, the one-time extension needs prior approval if:
- the terms and conditions of the award prohibit it;
- the extension requires additional federal funds; or
- it involves any change in the approved scope of the project.
You must notify the federal agency in writing at least 10 calendar days before the end of the period of performance, with a supporting justification and a revised period of performance. After that point the one-time route is closed. The rule adds that a one-time extension may not be exercised for the sole purpose of using unobligated balances. Any further no-cost extension needs the agency's prior written approval under 200.308(f)(10).
Agencies apply this through their own systems and policies, so check your notice of award. At NIH, for example, NIAID explains that the first extension of up to 12 months is entered in eRA Commons before the last day of the final budget period, that a further extension needs a request at least 30 days before the extended end date, with a detailed justification, and that it allows only two no-cost extensions.
Foundations and other funders: ask, in writing, early
Private funders set their own rules, and many publish them only in the grant agreement. Two published examples show the range:
| Funder | When to ask | What it asks for |
|---|---|---|
| Foundation for Food & Agriculture Research | At least 45 days and no more than 90 days before the end of the project period | Letterhead, two signatures, reasons, new end date, an estimate of remaining funds, activities and a timeline including closeout; up to two extensions of no more than 12 months each |
| National Historical Publications and Records Commission | Before the grant period ends, but not more than 3 months before | A message from the grant administrator with the reasons, the objectives you cannot complete without it and the new end date; reports must be up to date; normally no more than two extensions |
When your agreement says nothing, ask your program officer how they prefer to receive the request, and allow time for an internal review on their side.
What a strong request contains
Whatever the funder, the same elements make a request easy to approve:
- The grant reference: grant number, project title and current end date.
- What happened: the specific cause of the delay, with dates. A late hire, a supplier, a partner's schedule or a weather event is easier to accept than a vague "unforeseen circumstances".
- What is done and what remains: the activities completed and the ones you still need time for.
- The new end date and a revised timeline, including when you will submit the final report.
- The money left: the unspent balance and confirmation that it covers the remaining work.
- Confirmation that scope does not change, or a clear note of any change you are also asking to approve.
Send it before your reports fall behind. A funder that is waiting for an overdue report is unlikely to grant more time.
Wording to adapt
Replace the bracketed parts with your own facts and keep the request to one page.
Dear [Program officer name],
[Organization name] requests a no-cost extension of grant [number], [project title], from [current end date] to [new end date].
[Activity] was delayed by [specific cause, with dates]. To date we have [completed activities, with figures]. We need the additional [number] months to [remaining activities].
The unspent balance of [amount] will cover this work; no additional funds are requested and the project's objectives are unchanged. A revised timeline is attached, and we will submit the final report by [date].
[Name and title] can answer any question at [email] or [phone].
Track the new dates
Once the extension is confirmed, update every date that depends on the end date: final report, financial report, last spending date and any renewal deadline. The Grant Calendar & Pipeline Kit's Essentials_GrantCalendar_Funder_Communications_TEMPLATE.docx includes a change request letter, and its calendar workbook tracks the new report dates with alerts.
General information: this article is general information, not legal, tax or fundraising advice. No template can guarantee funding. Always follow each funder's own guidelines.
The Funder File is not affiliated with, endorsed by or connected to the National Institutes of Health, the Foundation for Food & Agriculture Research or the National Historical Publications and Records Commission.
Sources
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