How to Write Effective Approval Emails: 9 Templates & Samples

Writing approval emails is a vital skill for any professional, especially when you need to seek consent or permission for important tasks. Whether it's for a project, leave request, or expense claim, crafting an effective approval request email is essential. Below, you'll find guidance on writing approval emails along with nine expertly written templates tailored to common workplace scenarios.

What is an Approval Email?

An approval email is a formal communication where an employee requests permission from their supervisor or team leader to proceed with a particular task or decision. These emails are often required for actions such as taking time off, making purchases, or handling company resources. The tone should be polite, clear, and to the point, ensuring that the reader understands the purpose of the request right away.

9 Approval Request Email Examples

Here are nine email templates you can use for different approval scenarios. Each example is written professionally to help you get your approval request across effectively.

1. Request for Approval Email Template

This is the standard formal approval request that can be used in most situations.

Subject: Request for Approval of [Activity/Decision]

Dear [Recipient's Name],

I hope this message finds you well. I am writing to request your approval for [brief description of the activity/decision]. Attached, you will find the relevant documents for your review.

Please let me know if you require any additional information to process my request. I appreciate your prompt attention to this matter.

Best regards,
[Your Name]

2. Seeking Approval from an Employer Template

Sometimes, you need to be more assertive to get approval but still maintain professionalism.

Subject: Approval Needed for [Specific Request]

Dear [Recipient's Name],

I hope you're doing well. I would like to seek your approval for [specific request]. After careful consideration, I believe this will significantly [benefit/improve] [specific aspect].

Please feel free to ask any questions or request more information. I am happy to provide anything necessary for your review.

Thank you for your attention,
Best regards,
[Your Name]

3. Leave Request Approval Email Template

This template ensures a smooth process for requesting time off.

Subject: Request for Leave Approval from [Start Date] to [End Date]

Dear [Recipient's Name],

I hope this email finds you well. I would like to request approval for my upcoming leave from [start date] to [end date]. The reason for my leave is [brief reason].

I will make sure all tasks are completed before my absence. Please let me know if further details are required.

Best regards,
[Your Name]

4. Expense Claim Approval Request Email Template

Use this template when seeking reimbursement for work-related expenses.

Subject: Request for Approval of Expense Claim

Dear [Recipient's Name],

I hope this email finds you well. I am requesting approval for my expense claim related to [recent trip/event]. Attached are the receipts and documentation for your review.

Please let me know if you have any questions or require further information.

Thank you for your prompt attention,
Best regards,
[Your Name]

5. Shift Change Approval Request Email Template

When you need to adjust your work schedule, this template helps communicate your request clearly.

Subject: Request for Shift Change Approval

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request a shift change for [date(s)]. Due to [reason], I would like to swap shifts with [colleague’s name].

Both [colleague’s name] and I are in agreement regarding this shift swap. Please let me know if you need further information or have any concerns.

Best regards,
[Your Name]

6. Hiring Policy Change Approval Request Email Template

This template is perfect for suggesting changes to your company's hiring policies.

Subject: Request for Approval of Hiring Policy Changes

Dear [Recipient's Name],

I hope this message finds you well. After reviewing our current hiring policies, I would like to propose some changes to align them with modern practices. Please find the updated policy attached for your review.

I believe these changes will improve our recruitment process and ensure we remain competitive in the industry. Kindly let me know your thoughts on this proposal.

Best regards,
[Your Name]

7. Approval Request Email Reminder Template

If you haven’t received a response to a previous approval request, this reminder template is a polite nudge.

Subject: Reminder: Approval Request for [Request]

Dear [Recipient's Name],

I hope you're doing well. I’m following up on my previous email regarding the approval request for [activity/request]. I understand you may be busy, but I would appreciate it if you could review and respond at your earliest convenience.

Your approval is critical to [reason]. Thank you for your attention to this matter.

Best regards,
[Your Name]

8. Procurement Request Approval Email Template

For purchasing new items or equipment, this template ensures clear communication with management.

Subject: Request for Procurement Approval

Dear [Recipient's Name],

I hope this email finds you well. I would like to request approval for the procurement of [items/tools/equipment]. These items are essential for improving productivity and the overall efficiency of our team.

Please review the attached list and let me know if you have any questions. Your approval would be greatly appreciated.

Best regards,
[Your Name]

9. Approval for Overtime Hours Email Template

If you’ve worked extra hours, this template helps you seek approval for overtime pay.

Subject: Request for Overtime Hours Approval

Dear [Recipient's Name],

I hope you are doing well. I am writing to request approval for the overtime hours worked from [start date] to [end date]. The total hours worked are [total number of hours].

Please let me know if you need any further information. Thank you for your attention to this matter.

Best regards,
[Your Name]

Conclusion

Mastering the art of writing approval request emails is an essential skill for any professional. A well-crafted email not only ensures your request is clear but also enhances your chances of getting approval. Use these templates to help guide your communication, and remember to keep your tone professional and concise.

FAQ

1. How can I ensure my approval email is effective?
Make sure your email is clear, concise, and professional. Provide all necessary information, such as documents or supporting materials, to make the approval process easier for the recipient.

2. Should I follow up on my approval request?
If you haven’t received a response within a reasonable time frame, it's perfectly acceptable to send a polite reminder.

3. How can I avoid misunderstandings in approval emails?
Be specific in your requests and provide detailed explanations when necessary. Always clarify any potential doubts in your email to prevent confusion.