Asking for approval happens all the time at work. From project plans to budget requests, getting the green light from bosses, clients, or team members keeps things moving forward. But writing these emails can be tricky. You want to be clear about what needs approval without being pushy. You need to give enough details but not overload your reader.
Most people struggle with finding the right words and tone when asking for approval. A poorly written request can lead to delays, confusion, or even rejection. The good news is that with a few key tips and examples, you can craft approval emails that get quick responses and positive results.
“Seeking Your Approval” Email Samples
These email templates will help you ask for approval clearly and professionally. Feel free to adjust them to fit your needs.
1. Project Proposal Approval Request
Subject: Approval Needed: Q3 Marketing Campaign Proposal
Dear Ms. Johnson,
I hope this email finds you well. Our marketing team has finished the proposal for the upcoming Q3 campaign focused on our new product line.
The attached proposal includes: – Campaign goals and target audience – Proposed budget breakdown ($15,000) – Timeline (July 15 – September 30) – Expected outcomes and ROI projections
We need your approval to begin the preparation phase by this Friday, June 10, to stay on schedule for the July launch.
Please review the attached document and let me know if you approve or if any changes are needed. I’m happy to set up a brief meeting to discuss any questions you might have.
Thank you for your time and consideration.
Best regards,
[Signature block: Name, Title, Department, Company name, Contact information including phone number and email address]
2. Budget Approval Request – Simple and Direct
Subject: Quick Approval Needed: Additional Office Supplies Budget
Hi Tom,
The office supply budget for Q2 is almost used up due to the new team members who joined last month.
We need an extra $500 to last until the end of June for basic items like paper, pens, and printer ink.
Can you please approve this small budget increase? A simple “yes” reply to this email is all we need to place the order with our supplier.
Thanks,
[Signature block: First name, Department, Extension number]
3. Document Review and Approval
Subject: Please Review and Approve: Client Contract for ABC Corp
Hello Lisa,
The final draft of the ABC Corp service contract is ready for your review and approval. This contract will cover our six-month trial period with them starting July 1.
Key points: – Monthly service fee: $2,500 – 24-hour support included – Quarterly performance reviews – 30-day notice for cancellation
Legal has already reviewed and approved this version. Any changes at this point would require another legal review.
Could you please review the attached contract and give your approval by Tuesday? The client is waiting for the final version to sign.
Thank you,
[Signature block: Full name, Position, Team name, Company logo, Email and direct line]
4. Team Member’s Request to Manager
Subject: Approval Request: Marketing Conference Attendance
Dear Alex,
I’d like to attend the Digital Marketing Summit happening in Boston on August 15-17. This three-day event would be very helpful for our upcoming social media campaign.
The details: – Cost: $895 (early bird registration ends June 30) – Travel and hotel: Approximately $700 – Time away: 3 work days
The conference includes workshops on paid social media strategies and content creation – both areas directly related to our Q4 goals. I would share what I learn with the team upon my return.
My work will be covered by Sarah while I’m away, and she has agreed to this arrangement.
May I have your approval to register before the early bird deadline?
Thanks for considering this request,
[Signature block: Name, Title, Team, Photo, Contact details]
5. Formal Design Approval Request
Subject: Final Approval Required: Website Redesign
Dear Mr. Williams,
After three rounds of revisions based on your valuable feedback, we have completed the final design for the company website redesign.
The latest version addresses all the points raised in our last meeting: – Updated color scheme to align with new brand guidelines – Simplified navigation menu with dropdown options – Added customer testimonial section on the homepage – Optimized mobile layout for better user experience
All design files are available in the shared folder link below: [LINK]
We require your final approval to proceed with development. Our team is ready to begin coding once we receive your go-ahead.
The development phase will take approximately 4 weeks, keeping us on track for the planned launch date of September 1.
Please reply with your approval or any final change requests by the end of this week.
Respectfully,
[Signature block: Full name, Creative Director, Company name with logo, Office address, Phone number, Email address, Website]
6. Quick Follow-up Approval Email
Subject: Re: Pending Approval – Social Media Calendar
Hi Jamie,
Just a friendly follow-up on the social media content calendar I sent last Thursday that needs your approval.
The social team is waiting to schedule these posts, and we’d like to get started this week to maintain our posting schedule.
Could you take a quick look and let me know if it’s approved? If you’re too busy, I’m happy to stop by your office to review it together.
Thanks for your help!
[Signature block: First name, Position, Mobile number]
7. Vendor Selection Approval
Subject: Approval Needed: Selection of Training Provider
Dear Leadership Team,
After reviewing proposals from five different training providers for our staff development program, we recommend SmartSkills Learning for the following reasons:
– Cost: $12,000 (15% lower than the next best offer) – Experience: 12 years working with companies in our industry – Custom curriculum: Tailored to our specific needs – Schedule: Can start next month as required
Full comparison details are in the attached spreadsheet.
Please approve this selection by June 15 so we can finalize the contract and confirm dates.
Let me know if you need any additional information to make your decision.
Thank you,
[Signature block: Name, HR Development Coordinator, Company name, Email address and extension number]
8. Content Publication Approval
Subject: Please Approve: Blog Post for Thursday Publication
Hi Kelly,
The blog post titled “5 Ways to Improve Customer Satisfaction” is ready for your final approval before publication.
This post is scheduled for Thursday, June 18, and will be the main piece we promote in our weekly newsletter.
The article addresses: – Using customer feedback effectively – Training staff to handle complaints – Creating clear communication channels – Setting realistic expectations – Following up after problem resolution
The draft has been checked for grammar, spelling, and SEO best practices. The marketing team has already created social media posts to promote it.
Please review the attached document and let me know if you approve it for publication or if any changes are needed.
Thanks,
[Signature block: Name, Content Manager, Brand colors in signature design, Email address, Company social media icons with links]
9. Casual Internal Approval Request
Subject: Quick thumbs up needed: Team lunch options
Hey Pat,
For the team lunch next Friday (June 24), I’ve narrowed down our options to two restaurants that can handle our group of 15 people:
Option 1: Luigi’s Italian – Private room available – Set menu at $22 per person – 10-minute walk from office
Option 2: Coastal Grill – Outdoor patio seating – Order-from-menu option ($15-25 range) – 5-minute drive, parking available
Both are within our budget of $25 per person. Which one should I book? We need to confirm by tomorrow to hold the reservation.
Thanks!
[Signature block: First name, Team nickname, Department, Floor number]
10. New Hire Approval Request
Subject: Approval to Extend Job Offer – Marketing Coordinator Position
Dear HR Director and Department Head,
After completing the final round of interviews for the Marketing Coordinator position, our hiring committee unanimously recommends extending an offer to Sarah Johnson.
Key qualifications: – 5 years of relevant experience – Strong portfolio of similar projects – Excellent references from previous employers – Skills match: 95% alignment with job requirements – Cultural fit: Positive feedback from all interviewers
We propose the following terms: – Starting salary: $62,000 (within approved budget range) – Start date: July 15, 2023 – Standard benefits package – $2,000 relocation assistance
HR has prepared the offer letter, which is attached for your review.
Please approve by EOD Friday so we can extend the offer. The candidate is considering other opportunities and a prompt response would be helpful.
Thank you,
[Signature block: Name, Hiring Manager, Department, Company name, Direct line and email address]
11. Client Presentation Approval
Subject: Client Presentation Draft – Your Approval Needed
Dear Sam,
I’ve finished the presentation for the ABC Company meeting next week. Before finalizing it, I’d like your approval on the content and approach.
The presentation: – Runs about 20 minutes (15 slides) – Focuses on their three main pain points – Includes our proposed solution with pricing options – Ends with clear next steps and timeline
The PowerPoint file is attached. Could you please review it and let me know if: 1. The content meets your expectations 2. The pricing strategy is appropriate 3. Any slides should be added or removed
I need your feedback by Thursday end of day to make any necessary changes before Friday’s dry run.
Thank you for your guidance on this important client opportunity.
[Signature block: Name, Account Manager, Company tagline, Contact information with business hours]
12. Product Launch Approval
Subject: APPROVAL REQUIRED: Q4 Product Launch Plan
Dear Product Leadership Team,
The marketing department has finalized the launch plan for our new software release scheduled for October 15.
The complete launch strategy is attached, but here are the key elements requiring your approval:
– Launch date: October 15 (Tuesday) – Press release distribution: October 10 – Early access for premium customers: October 1-14 – Marketing budget: $75,000 – Main campaign message: “Work Smarter, Not Harder”
Please review the full document and approve these key decisions by June 25 so we can begin production on marketing materials and coordinate with the sales team.
If you have any questions or concerns, I’m available for a call or meeting at your convenience.
Thank you,
[Signature block: Full name, Marketing Director, Company name and address, Phone number with extension, Email address, Company website]
13. Travel Approval Request
Subject: Approval Request: Client Visit to Dallas Office
Hi Karen,
The Dallas team has requested my help with the Johnson account review meeting on July 8-9. Since this client represents 20% of our regional business, they feel having someone from headquarters would help strengthen the relationship.
Travel details: – Dates: July 7-10 (including travel days) – Estimated costs:
-
- Flight: $450*
-
- Hotel (3 nights): $600*
-
- Meals and transport: $250*
-
- Total: Approximately $1,300*
While I’m there, I would also meet with two other key clients in the area, making the trip more cost-effective.
My current projects would not be affected as I’ve planned my workflow to accommodate this trip.
Please let me know if you approve this travel request by the end of this week so I can make the necessary arrangements.
Thank you for considering this request.
[Signature block: Name, Position, Years with company, Department, Contact details]
14. Policy Change Approval
Subject: Approval Needed: Updated Remote Work Policy
Dear Executive Committee,
Based on the employee survey results and six-month trial period, the HR team has updated our remote work policy. The revised policy is attached for your review and approval.
Key changes include: – Increase from 2 to 3 remote days per week for eligible positions – Clear guidelines for measuring productivity – Updated home office equipment stipend ($500) – Simplified approval process for remote work requests – Additional security protocols for handling sensitive information
These changes address the main concerns from both managers and staff while maintaining company culture and collaboration.
If approved, we plan to announce the new policy on July 1 with a two-week transition period.
Please review and provide your approval or feedback by June 20.
Thank you,
[Signature block: Name, HR Policy Director, Company logo, Contact information, Office hours]
15. Workflow Change Approval
Subject: Approval Request: New Customer Support Ticketing System
Dear Support Team Manager,
After testing three different ticketing systems over the past month, our team recommends switching to ZenDesk for the following reasons:
– 35% faster ticket resolution time in our tests – Better integration with our existing CRM – More detailed reporting capabilities – Mobile app for on-the-go support – Cost savings of $200/month compared to current system
The implementation plan is attached, including: – Timeline: 4 weeks for full transition – Training schedule for all team members – Data migration plan – Cost breakdown and ROI analysis
We need your approval to proceed with the purchase and implementation. The IT department has already approved the technical aspects of this change.
Please let me know your decision by Friday so we can start the process next week if approved.
Thank you for your consideration.
[Signature block: Name, Support Team Lead, Department logo, Direct phone line, Email address, Working hours]
Wrap-up: Approval Email Samples
The right approval email makes all the difference in getting quick, positive responses. Clear requests save time for everyone and show respect for the decision-maker’s busy schedule. The examples above cover many common situations where approval is needed.
When writing your own approval requests, remember to state clearly what you need approval for, include all relevant information, mention any deadlines, and make the next steps obvious. Keep your emails concise but complete. With practice, writing effective approval requests will become second nature.
These templates provide starting points that you can customize for your specific situation. The goal is always the same: make it easy for the recipient to understand what you’re asking for and give their approval with confidence.