Have you ever needed to ask your boss for approval to purchase at work?
Whether it’s new office equipment, software, or supplies for a project, getting that green light from your supervisor is key.
But crafting the perfect request letter can feel intimidating, especially if you’re not sure what to say.
Don’t sweat it!
In this article, we’ll walk you through 15 sample letters you can use as a starting point when asking your boss for purchase approval.
These examples cover a range of scenarios and tones, so you’re sure to find one that fits your situation.
Let’s get started!
Sample Letters to Boss Asking for Approval of Purchase
Here are 15 letters you can use as a template when requesting purchase approval from your boss:
1. New Computer Request
Subject: Request for Approval – New Computer Purchase
Dear [Boss’ Name],
I am writing to request approval to purchase a new computer for my workstation. My current computer is over 5 years old and has been experiencing frequent crashes and slow performance, which is impacting my productivity. I have researched several options and found a suitable replacement that meets our company’s IT standards:
[Computer details, e.g. Make, model, specs, price]
This computer will allow me to work more efficiently and handle the increasing demands of my role. Please let me know if you need any additional information to consider this request. I appreciate your time and look forward to hearing back from you soon.
Best regards,
Your Name]
2. Trade Show Booth Materials
Subject: Purchase Approval Needed – Trade Show Booth Supplies
Hi [Boss’ Name],
As you know, our company is participating in the upcoming [Trade Show Name] next month. To make a strong impression and attract potential clients, I propose purchasing the following items for our booth setup:
- 2 pull-up banners with our logo and messaging
- 500 branded pens as giveaways
- 250 product brochures
I’ve sourced high-quality options from our approved vendors, and the total comes to [amount]. Having eye-catching banners, memorable giveaways, and informative brochures will help us stand out at the event and generate valuable leads.
Please approve this purchase at your earliest convenience so I can place the order and ensure we receive everything in time for the show. Let me know if you have any questions!
Thanks,
[Your Name]
3. Software Subscription Request
Subject: Approval Request – [Software Name] Subscription
Dear [Boss’ Name],
I am seeking approval to purchase an annual subscription to [Software Name] for our department. This software will significantly improve our [specific capability, e.g. project management, data analysis, design workflow] by providing features such as:
- [Key feature 1]
- [Key feature 2]
- [Key feature 3]
After a thorough evaluation, I believe [Software Name] is the best solution for our needs. It integrates seamlessly with our existing tools and has received positive reviews from other teams who use it.
The annual subscription for [number of users] is [amount]. This breaks down to [cost per user per month], which is very reasonable given the efficiency gains we can expect. If approved, the subscription would be charged to our department’s software budget.
I’m happy to answer any other questions you may have. Please let me know if you approve this purchase.
Regards,
[Your Name]
4. Office Chair Upgrade
Subject: Ergonomic Office Chair – Approval Needed
Hi [Boss’ Name],
I’ve been experiencing back pain and discomfort due to long hours sitting at my desk. My current chair is quite old and lacks proper lumbar support. To alleviate this issue and prevent potential injuries, I would like to request an ergonomic office chair.
After researching various options, I found the [Chair Name/Model] to be the best fit. It offers adjustable lumbar support, customizable height and armrest settings, and has excellent reviews for comfort and durability. The cost is [amount], which is in line with the chairs used by other departments.
Investing in a supportive chair will allow me to work more comfortably and productively. It may also save on potential medical costs down the road. Please let me know if you approve this purchase – I would greatly appreciate it!
Thank you for your consideration,
[Your Name]
5. Professional Development Course
Subject: Request for Training Course Approval
Dear [Boss’ Name],
I would like to request approval to enroll in the online course “[Course Name]” offered by [Organization]. This course teaches advanced skills in [skill area], which directly relates to my role and responsibilities.
By taking this course, I will learn how to:
- [Learning objective 1]
- [Learning objective 2]
- [Learning objective 3]
Enhancing my expertise in this area will allow me to bring new strategies and approaches to our projects. I will also share my learnings with the team so we can all benefit. The course takes [number of weeks] to complete, with [number of hours] per week of self-paced study. It will not interfere with my regular work hours.
The cost of enrollment is [amount], which includes all course materials and lifetime access to the content. If there is budget available, I believe this would be a worthwhile investment in my professional development and added value to our department.
Please let me know if you need any further details to consider this request. I appreciate your support!
Best,
[Your Name]
6. Printer Upgrade Request
Subject: Approval Needed for New Printer Purchase
Dear [Boss’ Name],
I am writing to request approval to purchase a new printer for our department. Our current printer is 8 years old and has been malfunctioning more frequently, leading to work delays and costly repairs.
After evaluating our printing needs and researching available options, I recommend purchasing the [Printer Make/Model]. This model offers:
- Fast print speeds of up to [number] pages per minute
- Wireless connectivity for easy setup and sharing
- Automatic double-sided printing to reduce paper waste
- High-capacity toner cartridges for a lower cost per page
The printer costs [amount] and comes with a [warranty details] warranty. We can use our office supply budget to cover this expense. By upgrading to a more reliable and efficient printer, we can improve our workflow and save time spent on troubleshooting issues.
Please let me know if you approve this purchase or if you need any additional information. I’m happy to answer any questions!
Thank you,
[Your Name]
7. Standing Desk Request
Subject: Approval Request for Standing Desk
Hi [Boss’ Name],
In an effort to improve my health and well-being at work, I would like to request a standing desk for my workstation. As you may know, prolonged sitting has been linked to various health issues such as back pain, poor circulation, and increased risk of heart disease.
Using a standing desk would allow me to alternate between sitting and standing throughout the day, which can help:
- Reduce back and neck strain
- Improve posture and core strength
- Boost energy and focus
- Increase calorie burn and promote better overall health
I’ve researched several options and found the [Standing Desk Make/Model] to be a good fit. It has an adjustable height range, sturdy construction, and positive reviews from other users. The cost is [amount], which includes shipping and assembly.
I understand if there are budget constraints, but I believe this would be a beneficial investment in my long-term health and productivity. Please let me know if it’s possible to approve this purchase.
Best regards,
[Your Name]
8. Conference Attendance Request
Subject: Approval Needed – [Conference Name] Registration
Dear [Boss’ Name],
I would like to request approval to attend the upcoming [Conference Name] taking place in [location] from [date] to [date]. This conference brings together professionals in our industry to share insights, best practices, and emerging trends.
Attending this event will provide several benefits:
- Learn from thought leaders and experts in [relevant topic areas]
- Gain exposure to new tools and technologies we could implement
- Network with peers from other organizations facing similar challenges
- Earn continuing education credits to maintain my professional certifications
The registration fee is [amount], which includes access to all keynote sessions, workshops, and networking events. Travel and lodging expenses are estimated at [amount], for a total cost of [total amount].
I believe this conference will provide valuable learning opportunities that I can bring back and share with our team. It’s a worthwhile investment in my professional development and our department’s knowledge base. Please let me know if you approve my attendance.
Thank you for considering this request,
[Your Name]
9. Office Supply Restock
Subject: Approval to Restock Office Supplies
Hi [Boss’ Name],
I wanted to let you know that we are running low on several essential office supplies. To maintain productivity and avoid running out completely, I would like to place an order for the following items:
- 10 reams of printer paper
- 2 boxes of black pens
- 2 boxes of blue pens
- 5 packs of sticky notes
- 2 packs of dry erase markers
- 3 packs of file folders
I’ve compared prices from our approved suppliers and found the best deal at [Supplier Name]. The total cost of the order is [amount], which fits within our monthly supply budget.
Please approve this purchase at your earliest convenience so I can place the order and restock our supplies. Let me know if you have any questions or concerns.
Thanks,
[Your Name]
10. Noise-Cancelling Headphones
Subject: Request for Noise-Cancelling Headphones
Dear [Boss’ Name],
I am writing to request approval to purchase noise-cancelling headphones for work. As our office has an open floor plan, there is often a significant amount of background noise and distractions that make it challenging to focus, especially when working on complex tasks or taking client calls.
Noise-cancelling headphones would help me:
- Block out ambient noise and improve concentration
- Enhance audio quality on video calls and webinars
- Provide a more professional experience when speaking with clients
After researching various options, I found the [Headphone Make/Model] to be highly rated for their noise-cancellation technology, comfort, and durability. The cost is [amount], which I believe is a reasonable investment in my productivity and work quality.
Please let me know if you approve this purchase. I’m happy to provide additional details or answer any questions you may have.
Thank you for your consideration,
[Your Name]
11. Whiteboard for Team Collaboration
Subject: Approval Needed for Office Whiteboard
Hi [Boss’ Name],
I would like to request approval to purchase a large whiteboard for our team’s collaboration area. Having a dedicated space to brainstorm ideas, map out projects, and visualize workflows would greatly enhance our teamwork and problem-solving.
The benefits of adding a whiteboard include:
- Encouraging creative thinking and idea sharing
- Providing a central hub for team updates and announcements
- Making complex topics easier to understand through visual aids
- Facilitating more engaging and productive meetings
I’ve found a high-quality, wall-mounted whiteboard that measures [dimensions]. It comes with a sturdy aluminum frame, a magnetic writing surface, and a tray for markers and erasers. The total cost, including shipping, is [amount].1
If approved, the whiteboard would be installed in [specific location], where all team members can easily access and use it. We can use the office furniture budget to cover this expense.
Please let me know if you have any questions or concerns. I believe this would be a valuable addition to our collaboration toolkit.
Thanks for your consideration!
[Your Name]
12. Portable Projector for Presentations
Subject: Approval Request – Portable Projector Purchase
Dear [Boss’ Name],
I am seeking approval to purchase a portable projector for our department. As we increasingly collaborate with remote teams and give presentations in various meeting rooms, having a dedicated projector would greatly improve our flexibility and professionalism.
The key benefits of a portable projector include:
- Eliminating the need to reserve limited shared projectors
- Ensuring compatibility with our laptops and software
- Allowing for impromptu meetings and presentations
- Enhancing the visual impact and clarity of our presentations
After evaluating several options, I recommend the [Projector Make/Model]. It offers high image quality, easy setup, and wireless connectivity in a compact, portable design. The cost is [amount], which includes a carrying case and all necessary cables.
If approved, this projector would be shared among our team members as needed. It can be stored securely in our department’s supply closet when not in use. Please let me know if you need any additional details to consider this request.
Thank you for your time and attention,
[Your Name]
13. Industry Certification Exam Fee
Subject: Request for Approval – [Certification Name] Exam Fee
Dear [Boss’ Name],
I would like to request approval to take the [Certification Name] exam to earn my professional certification in [skill/topic area]. Obtaining this certification will validate my expertise and demonstrate our department’s commitment to maintaining high standards.
The benefits of this certification include:
- Enhancing my credibility with clients and colleagues
- Providing access to exclusive resources and training materials
- Keeping my skills current with industry best practices
- Contributing to our team’s overall competencies and reputation*
To be eligible for the exam, I have completed the necessary coursework and met all prerequisites. The exam fee is [amount], which covers the cost of the exam and any associated study materials.
If approved, I would schedule the exam for [approximate date/time frame] at an authorized testing center. Any travel costs to the testing site would be minimal and within our department’s existing budget.
Please let me know if you need any further information to consider this request. I appreciate your support in my professional development goals.
Best regards,
[Your Name]
14. Webcam Upgrade for Remote Meetings
Subject: Approval Needed – Webcam Upgrade
Hi [Boss’ Name],
As we continue to work remotely and participate in frequent video meetings, I would like to request approval to purchase an upgraded webcam for my home office setup. My current webcam is several years old and produces grainy, low-quality video that doesn’t represent our team well in client meetings and collaborations.
Upgrading to a newer webcam would provide:
- Clearer, more professional video quality
- Better low-light performance for a well-lit appearance
- A built-in microphone for improved audio clarity
- Automatic focus and exposure adjustments for consistency
I’ve researched several options and found the [Webcam Make/Model] to be the best value for its features and price. It has excellent reviews for video quality, ease of use, and durability. The cost is [amount], which includes a tripod and any necessary adapters.
Having a high-quality webcam will help me maintain a professional presence in virtual meetings and enhance overall communication with clients and colleagues. Please let me know if you approve this purchase.
Thank you for your consideration,
[Your Name]
15. Desk Organizer Set
Subject: Request for Desk Organizer Supplies
Dear [Boss’ Name],
I am writing to request approval to purchase a desk organizer set for my workstation. With the increasing number of projects and paperwork, I’ve found it challenging to keep my desk neat and clutter-free. This is starting to impact my efficiency and focus.
To address this issue, I would like to order the following organizing supplies:
- 1 letter tray for sorting incoming documents
- 1 file organizer for project folders
- 1 pen cup to declutter writing utensils
- 1 sticky note holder for quick reminders
I’ve found a stylish, functional set that matches our office décor from [Store/Brand Name]. The total cost for the set is [amount], which falls within our quarterly supply budget. By investing in these organizers, I can create a more orderly and productive workspace.
Please let me know if you approve this purchase or have any questions. I’m confident that a tidier desk will help me stay on top of tasks and contribute to a more professional appearance for our team.
Thank you for your attention to this matter,
[Your Name]
Wrapping Up Purchase Approval Requests
Asking your boss for purchase approval doesn’t have to be stressful.
With a clear, well-crafted letter, you can make a strong case for why the purchase is necessary and how it will benefit your work.
Remember to include key details like the specific item(s) you need, the expected cost, and how the purchase aligns with your department’s goals or budget.
It’s also a good idea to anticipate any questions or concerns your boss may have and address them proactively in your letter.
By using these sample letters as a starting point and tailoring them to your specific situation, you’ll be well on your way to securing the approvals you need to do your best work.
Whether it’s a new piece of equipment, a software subscription, or professional development opportunity, making a compelling request is the first step to getting the resources you need to succeed.
So next time you need to ask for your boss’ approval, refer back to these examples for guidance and inspiration.
With a persuasive letter and a positive attitude, you can make a strong case for the purchases that will help you excel in your role and contribute to your team’s success.
Remember, your boss wants you to have the tools and resources you need to do your job effectively.
By communicating your needs clearly and professionally, you demonstrate your commitment to your work and your desire to make a positive impact.
So don’t hesitate to speak up and advocate for the purchases that will help you thrive!