Build an Extenuating Circumstances Letter
Fill in the details below to generate a clear, appropriately formal draft you can submit alongside your university's official EC form.
Extenuating circumstances submissions can feel daunting precisely when you have the least energy to deal with formal processes. This tool generates a properly structured draft letter you can adapt and submit alongside your university's official EC form, so you're not starting from a blank page during an already difficult time.
How to Use This Builder
- Fill in your details, the affected assessment, and the relevant dates.
- Describe the impact in your own words in the text box — this is the part that most benefits from your own specific detail rather than a generic template.
- Always check your university's official EC policy first, since most institutions require submission through a specific portal or form alongside, or instead of, a letter.
What Counts as Extenuating Circumstances
| Typically accepted | Typically not accepted |
|---|---|
| Serious illness or injury (yours, with medical evidence) | Minor, common illnesses without evidence |
| Bereavement of a close family member | Poor time management or workload from multiple deadlines |
| Significant mental health difficulty | Choosing to work or travel during term time |
| Unforeseen caring responsibilities | Technology issues that could reasonably have been avoided (e.g. not backing up work) |
This table reflects common policy patterns across UK universities, but always check your own institution's specific published criteria, since definitions and evidence requirements vary between universities.
Evidence You'll Typically Need
- Medical circumstances: a GP letter, hospital discharge summary, or medical certificate covering the specific dates affected.
- Bereavement: a death certificate, order of service, or a supporting letter, depending on your institution's policy.
- Mental health difficulties: a letter from a counsellor, GP, or your university's wellbeing service.
- Caring responsibilities or other circumstances: supporting documentation appropriate to your specific situation — check your policy for what's accepted.
Tips for the Formal Process
- Submit as soon as possible after the circumstance arises — most universities have strict deadlines, often within a set number of days of the original assessment date.
- Be specific about impact, not just the circumstance itself. Explain exactly how it affected your ability to study or complete this specific piece of work.
- Keep a copy of everything you submit, including the date and confirmation of submission.
Frequently Asked Questions
Does submitting this letter guarantee an extension?
No — extenuating circumstances requests are reviewed by a panel against your university's specific policy and evidence requirements, and outcomes vary by case. This tool only helps you draft a clear, well-structured submission.
Do I need to submit this as well as my university's official form?
Most universities require submission through a specific official form or portal. Check your institution's policy — this letter can often be attached as a supporting personal statement alongside that official form, but check first.
What if I don't have formal evidence yet?
Contact your student support or extenuating circumstances office directly, since many universities have a process for submitting evidence slightly after the initial request in genuinely difficult situations. Don't delay your initial submission while waiting for evidence if a deadline is approaching.