An approval email is a formal message that authorizes or endorses a specific action, decision, or process. It is primarily used in professional settings when written consent or approval is needed from a boss or key stakeholder to proceed with a task, project, budget, expense, or other business-related matter. An approval email serves as evidence and creates an audit trail that confirms your boss’s agreement with the decision and ensures a clear understanding of the decision made.
Approval emails are formal requests for confirmation, so they should be straightforward, and easy to read, understand, and respond to. Writing an approval email to your boss is a fundamental business skill, and yet many people find it challenging.
Therefore, we have prepared this blog to help you draft an effective approval email and obtain a positive response from your boss. We explain the key components of an approval email and provide email approval samples for professional use.
How to Write an Approval Email?
Communication in writing is critical in all professional settings. Employees communicate their work and update managers on their progress, needs, or any aspects relevant to the business over email. Similarly, requests such as notifying about absences, deadline extensions, or seeking budgets for projects are commonly done over email. As such, all these requests should be documented and captured on email to ensure effective communication and, in some cases, have a way to track the request or keep its evidence.
Approval email format
The approval email format is straightforward, consisting of 3 core parts:
- Subject line
- The body, which includes:
- Salutation
- Introduction
- Details
- Call to action
- Sign-off
Let’s delve into each of these components in more detail to define the best business practices.
1. Subject Line
The subject line of an approval email should clearly state the purpose of the email in a concise and straightforward manner.
For example:
- Approval Required for Project XYZ.
- Approval Needed for Budget Adjustment
- Annual leave application – [Date range]
There’s no need to get creative here; just stick to the basics. If your request is urgent, you may add an approval date:
- Urgent approval needed for [details]
- Approval needed by [date]
2. Salutation
As with every email, start with the salutation. Moreover, you can address the recipient by their name to add a personal touch.
For example:
- Dear Dr Klein
- Dear Ms Franklin
- Hi Julien
Here, it is worth noting that we advocate for the use of ‘Hi’ over ‘Dear’, though that is just our view on it.
3. Introduction
Briefly explain the purpose of the email and provide context if necessary.
For example
- I’m writing to request your approval for [briefly describe what you’re requesting approval for].
- As we enter Q4, I’ve noticed various areas in our budget that need to be adjusted, and that demand your approval
- I’m writing to request your approval for our recent business development expenses
4. Details
When writing an approval email, it is important to capture the essential information about what you’re requesting approval for.
For example
- project description,
- expenses,
- timelines, or
- other relevant information
Clarity and completeness in presenting the information can greatly facilitate the approval process and avoid misunderstandings or delays.
5. Call to action
A call to action should prompt the decision maker towards a specific action, in this case, an approval.
For example:
- Your prompt attention and approval would be greatly appreciated as it would [explain why the approval is critical].
- Your approval of my leave request would be greatly appreciated. Please let me know if you require any other information.
- The project details and report is attached. Your approval and feedback are much welcomed.
6. Closing & Sign off
Express gratitude and regards to your recipient for their 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
Examples of Approval Emails
Below are several samples of approval emails for the most common situations you will encounter.
Formal Request for Approval Email
Subject: Request for Approval of Marketing Budget
Hi [Recipient’s Name],
I’m requesting your approval for the marketing budget proposed for the upcoming fiscal year. This budget outlines costs for our marketing campaigns, covering digital advertising, public relations, event marketing, and content creation.
Please review the attached document and share your feedback or approval whenever convenient for you.
Thank you for your time and consideration.
Best regards,
[Your Name]
Follow-up Email for Approval
Subject: Follow-up on Approval for Project Proposal
Dear [Recipient’s Name],
I just wanted to check up on the status of your approval for the project proposal submitted on [Date]. I fully realize and acknowledge your busy schedule, but I require your approval to move forward with the project to complete it within the timeline.
If you need more information or have any questions about the proposal, please feel free to ask.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
Seeking Approval from Boss Email
Subject: Requesting Approval for Work From Home Arrangement
Dear [Boss’s Name],
I am reaching out to seek your approval for a temporary work-from-home arrangement. Due to personal reasons, it would be helpful if I could work from home for the next two weeks.
I am confident that this arrangement will not affect my productivity, and will ensure that all my tasks are completed on time.
Thank you for considering my request, and awaiting your approval.
Best regards,
[Your Name]
Approval Needed Reminder Email
Subject: Reminder: Approval Needed for Budget Adjustment
Dear [Recipient’s Name],
Just wanted to check in regarding the budget adjustment request that I submitted last week. These adjustments are critical for our department’s operations, and we require your approval to move forward.
Kindly review the attached document as soon as possible.
Thank you for promptly addressing this matter.
Best regards,
[Your Name]
Request for Approval of Expenses Email
Subject: Request for Approval of Business Development Expenses
Dear [Recipient’s Name],
I am requesting your approval for our recent business development expenses. These expenses include travel, accommodation, food, and meeting expenses incurred while engaging potential clients.
Attached is a detailed expense report for your examination.
Your prompt approval of this request would be highly appreciated, and would be important to facilitate timely reimbursement and precise budget management.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Overtime Approval Email
Subject: Request for Overtime Approval for Project Team
Dear [Recipient’s Name],
As our project nears its completion, some team members will be required to work overtime to ensure we meet our delivery deadline. I am reaching out to seek your approval for this overtime work.
The additional hours are necessary, but 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]
Budget Adjustments Request for Approval Email
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.
A comprehensive breakdown of the proposed adjustments is attached for your review.
Your prompt approval would be appreciated to implement these changes and maintain our financial stability.
Thank you!
Best regards,
[Your Name]
Request for Project Proposal Email
Subject: Request for Business Proposal for New Initiative
Dear [Recipient’s Name],
As discussed in our recent meeting, we are considering launching a new initiative to increase our market share. To move ahead with it, 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!
Best regards,
[Your Name]
Request for a Client to Approve Deliverables
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. The deliverables are attached for your review.
Your feedback and approval are critical as we move ahead 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]
Leave Approval Request Email
Subject: Approval for Leave Request
Dear [Recipient’s Name],
I am writing to request your approval for a one-week leave from [Start Date] to [End Date]. During this period, I have delegated my responsibilities to [Colleague’s Name], who is fully capable of managing these tasks during my absence.
Your approval of my leave request would be greatly appreciated.
Please let me know if you require any additional information or have any questions.
Thank you for your consideration.
Best regards,
[Your Name]
Professional Approval Request Email Template
Subject: Request for Approval of [Subject]
Dear [Recipient’s Name],
I am writing to request your approval for [briefly explain what you’re seeking approval for]. The necessary details and documents are attached 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]