Dear :

We are aware that our office lease will expire by the end of this year, and we also understand that it has to be renewed three months before the expiration date if we want to keep the office for another year.

However, although we are very pleased with the office and would certainly like to renew the lease, the decision has to be made by our Board of Directors who are scheduled to meet on [date]. Would it be possible to extend the renewal date to [date]? We would be very grateful if you could understand the situation.

Hope to hear from you soon.

Best regards,

[name]

[title]