An approval email is a formal message that authorizes, endorses or agrees with a specific action, decision, or process. It's often used in professional settings when you need written consent to proceed with a task, project, budget, expense, or other business-related matter. It serves as a record of the agreement and ensures everything is understood clearly about the decision made.
As employees, we have to communicate in writing to advance our work and inform managers about our progress, needs or aspects that would be relevant to the team or the overall company. Being absent, extending a deadline, or asking for an additional budget for a particular task are common and normal demands that should be written by email to ensure good communication and, in some cases, have a legal or financial way to track the request. However, they require approval.
Discover the key elements professionals use in an email requesting approval for something:
The subject line must clearly articulate the purpose of the email. It should be concise and straightforward.
For example:
Address the recipient by their name to add a personal touch.
For example:
Briefly explain the purpose of the email and provide context if necessary.
For example:
Provide all the necessary information about what you're seeking approval for.
Example:
For example, the content of your approval email might include:
A call to action should prompt the decision maker towards a specific action, in this case, an approval.
For example:
Express gratitude to your recipient for their time and consideration, and include any necessary follow-up information.
For example:
Thank you for your prompt attention to this request.
Best regards
Thank you for your support throughout this project.
Kind regards
Thank you for your prompt attention to this request.
Looking forward to hearing from you
The signature should include your name, job title, and contact information.
Example:
Sincerely,
[Your Name]
[Your Employee ID]
[Your Department]
Find below a set of request-for-approval emails with the most common situations you will encounter.
Subject: Request for Approval of Marketing Budget
Dear [Recipient's Name],
I am seeking your approval for the proposed marketing budget for the upcoming fiscal year. The proposed budget includes a detailed breakdown of costs related to our marketing campaigns, including digital advertising, public relations, event marketing, and content creation.
Please provide your feedback on the attached document and provide your feedback or approval at your earliest convenience.
Thank you for your time and consideration.
Best regards,
[Your Name]
___
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Subject: Follow-up on Approval for Project Proposal
Dear [Recipient's Name],
I am following up on the project proposal I sent on [Date]. I understand your busy schedule, but I need your approval to proceed with the project.
Please let me know if you need additional information or have questions about the proposal.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
___
Learn more about the 5 essential steps how to write a follow-up email.
Subject: Requesting Approval for Work From Home Arrangement
Dear [Boss's Name],
I am writing to request your approval for a temporary work-from-home arrangement. Due to some personal reasons, it would be helpful if I could work remotely for the next two weeks.
I am confident this won't impact my productivity and will ensure all my tasks are completed on time.
Thank you for considering my request. I look forward to your approval.
Best regards,
[Your Name]
Subject: Reminder: Approval Needed for Budget Adjustment
Dear [Recipient's Name],
I am following up on the budget adjustment request I sent last week. The adjustments are critical to our department's operations, and we need your approval to proceed.
Please review the attached document at your earliest convenience.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
___
Discover 12 additional examples of reminder emails.
Subject: Request for Approval of Business Development Expenses
Dear [Recipient's Name],
I am seeking your approval for our recent business development expenses. These expenses include travel, accommodation, meals, and meeting costs for potential clients.
Please find attached a detailed expense report for your review. Your prompt approval of these expenses would be appreciated to ensure timely reimbursement and accurate budgeting.
Thank you for your attention to this matter.
Best regards,
[Your Name]
[Your Company]
Subject: Request for Overtime Approval for Project Team
Dear [Recipient's Name],
As we advance toward the final stages of Project X, some team members will be required to work overtime to ensure we meet our delivery deadline. I am writing to request your approval for this overtime.
The additional hours are necessary due to unforeseen complications that have extended the project's timeline. I am confident that with this extra effort, we will deliver the project on time and to our usual high standard.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Company]
Subject: Request for Approval of Budget Adjustments
Dear [Recipient's Name],
As we move into Q2, I have identified several areas in our budget that require adjustment. These changes are needed to accommodate shifts in our strategic priorities and unforeseen expenses.
Attached is a detailed breakdown of the proposed changes for your review. Your prompt approval would be appreciated to implement these changes and maintain our financial stability.
Thank you for your attention to this matter.
Best regards,
[Your Name]
[Your Company]
Subject: Request for Business Proposal for New Initiative
Dear [Recipient's Name],
As discussed in our recent strategic planning meeting, we are considering launching a new initiative to expand our market share. To move forward with this, I am requesting a comprehensive project proposal from your team.
Please include details on objectives, timelines, resources required, potential challenges, and expected outcomes. I look forward to reviewing your proposal by the end of the month.
Thank you for your prompt attention to this request.
Best regards,
[Your Name]
[Your Company]
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Learn how to write the 10 sections of a business proposal like a pro. Free template included.
Subject: Request for Approval of Project Deliverables
Dear [Client's Name],
I am pleased to report that we have completed the initial phase of our project. Attached are the deliverables for your review.
Your feedback and approval are crucial for moving forward with the next phase. Please let us know if any changes are required or if we can proceed as planned.
Thank you for your continued partnership.
Best regards,
[Your Name]
[Your Company]
Subject: Request for Final Approval of Project XYZ
Dear [Recipient's Name],
Our team has successfully finalized all tasks of the Project XYZ. I would like your final review and approval to close the project and move to the post-implementation stage formally.
Attached is a comprehensive project report, including key achievements, challenges faced, and lessons learned. Your feedback and approval are greatly appreciated.
Thank you for your support throughout this project.
Best regards,
[Your Name]
[Your Company]
Subject: Approval for Leave Request
Dear [Recipient's Name],
I am writing to seek your approval for a two-week leave of absence from [Start Date] to [End Date]. During this period, I have assigned my responsibilities to [Colleague's Name], who is well-equipped to handle my tasks in my absence.
Your approval of my leave request would be greatly appreciated. Please let me know if you need any additional information.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Company]
___
Related: We provide an in-detail guide on how to write a leave request email.
Subject: Request for Approval of [Subject]
Dear [Recipient's Name],
I am writing to ask your approval for [briefly explain what you're seeking approval for].
Attached, please find all the necessary details and documentation for your review. [Include any additional explanations or justifications here, if necessary.]
Your prompt attention and approval would be appreciated as it will allow us to [give a reason why the approval is important].
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Company]
Approval emails are critical to business communication, providing a documented record of decisions and agreements.
It's important to be clear, concise, and detailed in your approval request. Ensure the recipient has all the necessary information to make an informed decision.
Always be professional and courteous. Remember, you're asking for someone's time and consideration.
Follow up if necessary, but always allow ample time for the recipient to review your request.
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