Request for Approval Letter: Format & Samples

• Select the preferred mode of contact. You have to start by selecting your preferred way (ex. letter, message, phone call, email, etc.) of contacting your supervisor or line manager. Your preferred method has mainly to be in line with the means of communication he/she prefers using.
• Address the recipient appropriately. As you set out, you have to address the recipient adequately. Use kind and respectful terms like ‘Sir,’ ‘Madam,’ ‘Mr.,’ and so on. That is to show some respect and to establish a reasonable connection between you and the reader. It also increases your chances of receiving your wish.
• State what you need. Now get to the core of the letter. Here, you have to state what you exactly want. Remember, wishes come in various shades and forms. You must narrow down to the specific request you would like to put across explicitly. Use precise words to hack away any confusion.
• Justify why you need it. To be able to stand a better chance of having your way, you should justify precisely why you need this approval. Give reasons and support your claim with relevant facts and data.
• Explain the significance of their intervention. Having justified why you badly need the opportunity; you should now explain the importance of their response. Tell them basically why they ought to intervene and how their lack of intervention might impact on your success and opportunity overall.
• Demonstrate your enthusiasm for their intervention. It is not enough to explain why he/she should intervene in your situation. It also pays to go a step ahead and demonstrate to them just how eager you are to receive their intervention. You may dangle some goodies or even prove to them that they too stand to gain in some way should the project sail through.
• Round up your message. As with any other writing, round up your letter by basically summarizing the main contents. At this stage, you might also want to provide the ultimatums within which the recipient has to respond. That is to give them the preparation they need to respond to your request promptly.
• Close the letter. Close the message with “sincerely, your full name, and a few contact options (ex. phone number, 2nd phone number, email address, mailing address, etc.).” so it’ll be easy for the reader to contact you in any suitable way.

Letter Format

Request for Approval Letter of Project

This is the letter that you draft and send out to the relevant authorities to ask them to give you the green light to pursue a given project. It stipulates the project at hand and the dates wherein the project has to be carried out. Other than that, it also:

• Demonstrates the benefits of the project
• Seeks approval from the relevant authorities
• Explains how important the recipient is to the project
• Reveals the budget against which the project is to run
• Gives the duration of the entire project

12 February 2031

Margaret Tennis

Project Manager – IT Department

ABC Corporation

123 Main Street

San Francisco, LA 21022

Re: Request for Approval of Halifax Project

Dear Mrs. Tennis,

I am writing to request approval for Project Halifax, which is set to begin on 23 February 2031. As mentioned in my previous letter, Halifax is a multi-company project aimed at providing transport services to loyal customers from out of state. If successful, the program is projected to bring profits of over 35 percent of the investment costs.

A recent survey of our clientele showed that out-of-state clients shy away from purchasing our products because they have no way to see them before the sale. At the current rate, project Halifax will run on a budget of $175,000, which we can earn back with interest in 3 months of implementation.

Your approval will go a long way in making Halifax a success.

Sincerely,

Joy Hungnam

Request Letter for Approval of Proposal

Proposals are plans or suggestions that are typically put forward for others to consider and act upon. Since proposals are not final, they nonetheless require a go-ahead before the same may be drafted, planned, and implemented. A letter to that effect has to demonstrate these pieces of information:

• The nature of the proposal
• Its budget and other financial constraints
• The potential benefits it ordinarily brings along
• How suited it is to the community
• The scope and the framework of the proposal

Request Letter for Approval of Purchase

Some purchases are too vast and sensitive to be made just like that. You have to make a formal requisition to be able to access them. This letter is mainly furnished to the heads of departments and line managers. It spells out the following terms:

• The exact product to be purchased
• The actual cost of the product
• Its technical specifications, if applicable
• The place or dealer from which it is to be bought
• The applicable ultimatums, timelines, and dates

Request Letter for Approval of Expenses

Other than purchases, some expenses also have to be approved before the same may take effect. These are larger expenses that often take up excessively high costs of money to meet. A request email or letter for approval of additional expenses is mainly drafted and sent out to the procurement office. It spells out:

• The precise nature of the expense involved
• The actual amount of money that the expense entails or costs
• A breakdown of how the expense was arrived at
• How the money is to be remitted
• Associated timelines and deadlines

Request for Approval Letter of Payment

Just like expenses have to be approved, so do some kinds of payments. A ‘request for approval letter of payment’ is often drafted and sent out to the person who wields the authority to incur expenditure. Such a letter will demonstrate why a given sum of money has to be paid out. It also shows:

• The amounts involved
• The exact good or service for which the money is demanded
• How the payments are to be made
• The deadlines or timelines within which the payments have to be remitted
• Any penalties for defaults or late payments if applicable

Request Letter for Approval of Construction

Construction projects are ordinarily too large to be tackled just like that. Moreover, they are often governed and overseen by many regulatory regimes. Before the accomplishments of these constructions, letters to that effect have to be drafted. Such a letter spells out:

• The nature of the construction work
• The scope and the entire duration of the construction work
• The actual cost of the work
• The phases into which the project is broken
• Where the work is to take place