As a business owner or manager, you’ll often need to write letters approving various requests—everything from a purchase order or budget proposal to a project plan or employee leave request.
While the specifics may vary, the overall structure and key elements of an effective approval letter remain the same.
In this article, we’ll walk through 20 sample letters for approving material or requests of different types.
Use these as templates or starting points when crafting your approval letters, tailoring the details to your particular situation.
With these handy examples to reference, you’ll be equipped to efficiently respond to and approve the many requests that come across your desk.
Sample Letters of Approval of Material
Approval of Marketing Budget
Subject: Approval of Marketing Budget for Q3 2024
Dear John,
I have reviewed your proposed marketing budget for Q3 2024. The allocations align well with our strategic priorities and growth targets for the coming quarter.
Please move forward with implementing the budget as outlined. If any significant changes become necessary, inform me promptly so we can discuss them.
Keep up the great work,
Sarah Smith,
VP Marketing
Approval of New Hire Request
Subject: Approval of New Hire Request – Software Engineer
Hi Amy,
After assessing your team’s needs and reviewing the job description, I approve your request to hire a new software engineer. Having this additional team member will be crucial in successfully executing on our ambitious product roadmap this year.
Work with HR to get the job posting up and begin the recruitment process. Let me know if you need any support in identifying or interviewing top candidates.
Best,
Mark Johnson,
Director of Engineering
Approval of Employee Training Request
Subject: Approval of Employee Training Request
Dear Liam,
I’m pleased to approve your request to attend the CRMCon conference next month. Staying up-to-date on the latest trends and best practices in customer relationship management will be valuable for both your professional growth and our team’s success.
Please go ahead and complete your registration. Coordinate with Sam on arranging your travel and accommodations.
Have a great time at the conference!
Emma Thompson,
Customer Success Manager
Approval of Supplier Contract
Subject: Approval of Contract with Widgets Inc.
Hi Ethan,
I have reviewed the proposed contract with Widgets Inc. to be our new raw material supplier. The terms, pricing, and service level agreements all look satisfactory.
Please proceed with signing the contract and transitioning our orders to them as our primary supplier for component X. Coordinate with Alexis in Purchasing on updating our systems and processes.
Nice work securing a mutually beneficial deal,
Olivia Davis,
Head of Supply Chain
Approval of Travel Request
Subject: Approval of International Travel for Client Meeting
Dear Sophie,
Your request for travel to London to meet with Globex Ltd. is approved. Building a strong relationship with this strategic client is a high priority, so meeting them face-to-face to kick off the new project is well warranted.
Go ahead and book your flights and hotel. Remember to retain all receipts and submit an expense report upon your return. Also, remind the client to sign the updated SOW while you’re on-site.
Wishing you a productive trip,
William Brown,
Account Director
Approval of Design Mockups
Subject: Website Redesign Mockups Approved
Hi Chloe,
Fantastic work on the new website design mockups! The layouts, content hierarchy, and overall aesthetic direction nailed the modern yet approachable vibe we were aiming for.
Consider the designs approved to move into production. I just had a few minor notes that I added to the file – mainly small copy tweaks. Fix those up, and then let’s reconvene with Engineering to plan out the build.
Keep up the great work,
Jacob Lee,
Creative Director
Approval of Overtime Request
Subject: Approval of Overtime for Month-End Close
Dear Michael,
I received your request for 12 hours of overtime for you and Jasmine to complete all of the month-end close-out tasks and reports on time. Ensuring we publish our financials by the 5th of each month is crucial, so the overtime is certainly justified.
I’ve approved the hours in the time tracking system. Be sure you and Jasmine log it correctly. Remind me if we are still pressed for time heading into next month’s close out and we can discuss adding temporary help.
Thank you for your hard work,
Ava Garcia,
Controller
Approval of PTO Request
Subject: PTO Request Approved
Hi Noah,
Happy to approve your PTO request for June 24-28. You’ve earned some rest after that huge product launch!
I’ll note it on the team calendar. Mae can cover any of your daily stand-up meetings that week, and I’ll be on point for any escalated client issues. Come back recharged and ready to tackle the next big initiative.
Enjoy your time off,
Evelyn Kim,
Team Lead
Approval of Revised Proposal
Subject: Revised RFP Response Approved
Hi Levi,
I reviewed your revised proposal for the SolutionX RFP and it looks great. The incorporated client feedback and adjusted pricing should make our bid highly competitive. The additional case studies were also a nice touch to showcase our relevant experience.
Please submit the final proposal to the client today. Then schedule a debrief for early next week with the account team to strategize the next steps.
Fingers crossed we win this one!
Daniel Patel,
Sales Director
Approval of Budget Reallocation
Subject: Q2 Budget Reallocation Approved
Dear Mia,
I’ve reviewed your proposal to reallocate $50K of the Q2 departmental budget from Project A to Project B. Given Project B’s strong early traction and potential for impact, focusing more resources there makes good sense.
Consider the budget adjustment approved. Work with Finance to update the forecast and any associated reporting or tracking. Let’s monitor the ROI closely over the coming months.
Nicely done adapting to shifting priorities,
Jackson Singh,
Department Head
Sample Letter: Approval of Audit Report
Subject: Approval of 2024 Financial Audit Report
Dear Oliver,
I have thoroughly reviewed the draft 2024 Financial Audit Report and find it to be accurate and complete. The report appropriately conveys our financial health and the effectiveness of our internal controls.
Please accept this email as formal approval and sign off on the report contents. Proceed with distribution to our Board and other stakeholders as planned.
Thank you for your diligent work throughout the audit process,
Audrey Gupta,
CFO
Sample Letter: Approval of Referral Bonus
Subject: Approval of Referral Bonus for Amaya Shah
Hi Charlotte,
I’m thrilled to approve your nomination of Amaya Shah for a referral bonus. The new software engineer she referred has been a stellar addition to the team and truly exemplifies the high caliber of talent we aim to recruit.
I’ve submitted the bonus approval to HR to include in Amaya’s next paycheck. Please take a moment to also share our gratitude with her directly – employee referrals are so valuable.
Best,
Liam Davis,
Engineering Manager
Sample Letter: Approval of Parental Leave
Subject: Parental Leave Request Approved
Dear Ethan,
Congratulations on your exciting news! I am happy to approve your request for 12 weeks of parental leave, beginning August 15th. Enjoy this special time bonding with your new little one.
I’ve notified HR to process the necessary paperwork. Amelia is prepared to step in as acting Sales Manager in your absence. Let’s meet next week to discuss the detailed transition plan.
Wishing you and your growing family all the best,
Emily Thompson,
Director of Sales
Sample Letter: Approval of Client Gift
Subject: Approval of Thank You Gift for Acme Inc.
Hi Sophia,
I agree it’s a great idea to send Acme Inc. a thank-you gift for being such a loyal and collaborative client over the past five years. The engraved pen set you proposed seems like an appropriate token of our appreciation.
Please go ahead and place the order. Do have them shipped directly to John Smith’s office with a personalized note reiterating our gratitude for the continued partnership.
Let’s brainstorm some other ways we can show our valued clients love.
Appreciatively,
Levi Patel,
Client Relations Director
Sample Letter: Approval of Reduced Work Hours Request
Subject: Approval of Reduced Hours Request
Dear Olivia,
Thank you for being proactive in communicating about your need for a temporarily reduced work schedule as you support your parents’ transition into assisted living. We’re happy to support you during this challenging period.
I’ve approved your request to work 60% time (24 hours/week) for the next eight weeks. Let’s revisit at the six-week mark to assess the situation and determine if any adjustments are needed.
Please coordinate with your team to allocate your projects. Wishing all the best to you and your family,
Sincerely,
Avery Singh,
Team Manager
Sample Letter: Approval of Tuition Reimbursement
Subject: Approval of Tuition Reimbursement for MBA
Dear Caleb,
On behalf of management, I’m pleased to approve your request for tuition reimbursement as you pursue your MBA at Lakeside University. We’re excited to support your commitment to continuous learning.
Per our tuition assistance policy, we will reimburse 80% of eligible tuition costs each semester contingent upon receipt of your passing grades. Please submit your proof of enrollment and itemized tuition bill to HR to initiate the process.
Congrats on starting this next chapter in your education!
Ella Foster,
HR Director
Sample Letter: Approval of Department Reorganization
Subject: Approval of Proposed Marketing Dept Reorganization
Hi Mia,
After careful consideration and consultation with senior leadership, I’m giving the green light to your proposed reorganization of the Marketing department. The revised team structure and redefined roles align well to support our expanded scope and ambitious growth targets for the coming year.
Please announce the changes at the upcoming all-hands meeting and then meet individually with impacted team members to discuss their new positions. Let me know what support you need to ensure a smooth transition.
Onward to great things,
Lucas Kim,
VP Marketing
Sample Letter: Approval of Equipment Purchase
Subject: Approval to Purchase New Forklift for Warehouse
Hi Noah,
I’ve reviewed your request and supporting ROI analysis for purchasing a new forklift for the Atlanta distribution center. I agree this new equipment is necessary to keep up with increased order volume and to replace the aging Unit 7B.
Please initiate a PO for $35,000 to Industrial Equipment Co. for Model XYZ, per the quoted terms. Coordinate with Facilities on the installation and decommissioning of the old unit.
Good catch on this operational need,
Jayden Gupta,
Director of Operations
Sample Letter: Approval of Dress Code Exception
Subject: Approval of Jeans Day for Fridays in August
Dear Team,
In the spirit of summer, I’m approving a ‘Jeans Day’ for all Fridays in August! Feel free to swap your usual business casual attire for nice jeans (no holes please!) on Fridays for the rest of this month.
Of course, if you are meeting with clients or have other commitments that call for a higher standard of dress, please use your best judgment and dress accordingly. Otherwise, enjoy the slightly more relaxed dress code as a small token of thanks for all your hard work.
Happy Friday!
Aaliyah Brown,
Office Manager
Conclusion: Writing Effective Approval Letters
The key to an effective letter of approval is striking a balance between enthusiasm, gratitude, and clear expectations.
Express your appreciation for their request, explain why you’re approving it, relay any pertinent details or next steps, and then close on an encouraging note.
With these tips and examples in mind, you should feel well-equipped to craft effective approval letters for any workplace situation.
So fire up that email, get to approval, and keep that workflow moving smoothly!