How to Request a Deferred Exam (With a Template Email)

Sometimes life interferes with an exam. You are ill, a close relative dies, you have an accident or something else serious happens at the worst moment. Most institutions have a way of dealing with this, called a deferred exam, a make-up exam, an incomplete or special consideration. But they are rarely automatic. You usually have to ask, with evidence, and by a deadline.

This guide explains how to request one, with a template message you can adapt.

What a deferral is

A deferred exam lets you sit the exam at a later date because serious circumstances prevented you from taking it or from performing at your best. Names and rules vary:

• Deferral or deferred assessment: you take the exam later, often as a first attempt.
• Make-up exam: an exam scheduled for students who missed the original.
• Incomplete grade: a temporary grade while you complete outstanding work, common in the US.
• Extenuating or mitigating circumstances, or special consideration: formal processes that allow adjustments if circumstances affected your performance.

Check which terms your institution uses, and which process applies to your situation.

What counts as a good reason

Policies differ, but circumstances that institutions commonly accept include:

• serious illness or injury, including mental health crises;
• bereavement of a close family member or friend;
• a serious family emergency;
• hospitalization or medical procedures;
• being a victim of a crime or a serious accident;
• jury duty or legal obligations;
• religious observance that clashes with the exam;
• major disruption, such as a natural disaster.

Things that usually are not accepted include poor planning, minor illness, travel booked for the exam period or being overwhelmed by workload. If you are not sure whether your situation qualifies, ask rather than assuming the answer is no.

Act quickly

Time matters more than anything else. Many institutions require notice before the exam, or within a short window afterward, and may refuse requests made later. If you are ill on the morning of an exam:

1. Contact the department or exam office straight away, using the method in the policy, such as phone or email.
2. Say you cannot attend and that you will submit evidence.
3. See a doctor or arrange the evidence as soon as you can.

Even if you cannot complete the paperwork immediately, notify them first and say more is coming.

Who to contact

The right person depends on your institution. Possibilities include:

• the instructor or course coordinator;
• the department or program office;
• the exams office or registrar;
• student services or the dean of students;
• your academic adviser or personal tutor;
• disability services, if your situation involves a disability or chronic condition;
• the students' union advice service, which can explain procedures and help with forms.

If you are unsure, start with your academic adviser or student services, who can point you to the right process.

Gather your evidence

Evidence makes your request credible. Useful forms include:

• a medical certificate or doctor's letter, with dates that cover the exam;
• a note from a counselor or therapist, if mental health is involved;
• a hospital record or discharge note;
• a death notice or a letter from a funeral service;
• a police report, if relevant;
• official documents for legal obligations, such as a jury summons;
• a letter from a faith leader, if appropriate.

Check what your institution accepts, and whether it needs specific wording or a form completed by a professional. Get the evidence promptly, since doctors may take days to provide it. Keep copies of everything, and send copies, not originals.

Privacy

You choose how much detail to share. Institutions usually need enough to see that the circumstances were serious and relevant, not your whole medical history. Many have confidential processes, and you can ask who will see your information. If you are uncomfortable sharing details with your instructor, ask whether you can submit evidence to student services or a central panel instead.

Write the request

Write clearly and factually. Say what happened, when, how it affected you and what you are asking for. Keep it short.

Template email

Subject: Request for deferred exam: [Course name and code], [exam date]

Dear [Name or Exam Office],

I am writing to request a deferral of my [course name, code] exam, scheduled for [date and time].

[Brief, factual explanation, for example: On [date], I became unwell with [condition, if you wish to say] and was unable to attend. / My [relative] passed away on [date] and I was unable to prepare for or sit the exam.]

I have attached [evidence, for example: a medical certificate dated [date]] as supporting documentation. I am happy to provide further information if needed.

I would be grateful if you could let me know the process and the dates for a deferred sitting, and whether any other form needs to be completed.

Thank you for your help.

Kind regards, [Full name] [Student ID] [Course and program] [Contact details]

Adapt it to your situation and to the process your institution uses. If there is an official form, complete that, and use the email as a cover note.

After you submit

• Keep a record of what you sent, when, and to whom.
• Ask for confirmation that it was received.
• Follow up politely if you do not hear within the stated time.
• Get any decision in writing, including the new date and the conditions.
• Check what will happen to your mark: whether the deferred sitting counts as a first attempt, whether the mark is capped and how it appears on your record.

Our guide to resits and retakes explained covers how capped marks and attempts work.

If you already sat the exam

If you sat the exam while ill or distressed, some institutions allow a claim after the fact, but there are strict deadlines and rules, and they often prefer notice before. Gather your evidence immediately and apply as quickly as possible. Ask your adviser or students' union how it works for you.

Preparing for the new date

A deferral gives you time, but it is not a holiday.

• Get your health in order, and follow medical advice.
• Ask what support is available, such as tutoring, extensions on other work or reduced load.
• Make a study plan for the new date, building on what you learned.
• Check how the deferral interacts with other deadlines, such as clashes with other exams or a work schedule.
• Do not push yourself too hard too soon after an illness or loss.

If you are a student with a disability or chronic health condition, ask whether you can arrange accommodations for the deferred sitting.

If your request is refused

If your request is denied:

1. Ask for the reason in writing.
2. Check the appeal procedure and deadline.
3. Look at whether you provided enough evidence, and whether more could help.
4. Speak to your students' union or student advice service, which can help you appeal.
5. Consider other options, such as a resit, if you sit and fail.

Our guide to what to do after a bad exam covers the next steps.

Common mistakes

1. Waiting to see how you feel, and missing the deadline.
2. Not getting evidence.
3. Telling only a friend, not the proper office.
4. Giving a vague explanation.
5. Sitting the exam while very unwell and then claiming afterward.
6. Not keeping a record.

The bottom line

If serious circumstances prevent you sitting an exam, tell the right people as soon as you can, get evidence, follow the official process and keep records. Most institutions will help if you act quickly and clearly. Look after your health, and use the extra time well.