Approval letters are essential for confirming decisions, authorizing actions, and providing official confirmation. Writing a clear and concise approval letter ensures that all parties are aware of the approval and its terms. This article provides 15 sample approval letters for various situations, offering templates and guidance to help you craft effective communication. These examples cover everything from project approvals to leave requests, purchase orders, and more.
Before diving into the samples, it’s crucial to understand the key elements of a good approval letter. A strong approval letter should include a clear statement of approval, specific details of what is being approved, any conditions or limitations, the effective date of the approval, and contact information for further inquiries. Always maintain a professional and courteous tone, and ensure the letter is properly formatted and proofread before sending. Using these samples, you can tailor the wording to precisely suit the specific needs of your situation. Remember to always customize the contact information and specific details to ensure accuracy.
15 Approval Letter Samples & Templates
Sample 1: Project Approval
Date: October 26, 2023
To: Project Team
From: Management
Subject: Project Alpha Approval
This letter confirms the approval of Project Alpha, effective immediately. Please proceed with the outlined plan.
Sample 2: Leave Request Approval
Date: October 26, 2023
To: John Doe
From: Jane Smith, HR Manager
Subject: Leave Request Approval
Your leave request from November 15, 2023, to November 22, 2023, is hereby approved.
Sample 3: Purchase Order Approval
Date: October 26, 2023
To: Purchasing Department
From: Accounting Department
Subject: Purchase Order #1234 Approval
Purchase Order #1234 is approved for the amount of $500.00.
Sample 4: Budget Approval
Date: October 26, 2023
To: Department Heads
From: CFO
Subject: Budget Approval for Q4
The Q4 budget is approved as submitted. Please adhere to the allocated amounts.
Sample 5: Travel Request Approval
Date: October 26, 2023
To: Employee Name
From: Supervisor Name
Subject: Approval of Travel Request
This email confirms the approval of your travel request for the conference in Chicago, November 10-12.
Sample 6: Training Program Approval
Date: October 26, 2023
To: Employee Name
From: HR Department
Subject: Training Program Approval
We are pleased to inform you that your application for the Leadership Training Program has been approved. Please contact HR to schedule.
Sample 7: Overtime Approval
Date: October 26, 2023
To: Employee Name
From: Supervisor Name
Subject: Overtime Approval
Your request for overtime on October 28, 2023, is approved, not to exceed 4 hours.
Sample 8: Expense Report Approval
Date: October 26, 2023
To: Accounts Payable
From: Manager Name
Subject: Expense Report Approval – [Employee Name]
I have reviewed and approved the expense report submitted by [Employee Name].
Sample 9: Software Request Approval
Date: October 26, 2023
To: IT Department
From: Department Head
Subject: Approval for Software Request – [Software Name]
This email confirms the approval for the software request of [Software Name] for the [Department Name] department.
Sample 10: Marketing Campaign Approval
Date: October 26, 2023
To: Marketing Team
From: Marketing Director
Subject: Approval – Q4 Marketing Campaign
The proposed Q4 marketing campaign is approved. Proceed with the execution plan.
Sample 11: Donation Approval
Date: October 26, 2023
To: Accounting Department
From: CEO
Subject: Donation Approval – [Organization Name]
I am pleased to approve the donation of $[Amount] to [Organization Name].
Sample 12: Conference Attendance Approval
Date: October 26, 2023
To: [Employee Name]
From: [Supervisor Name]
Subject: Conference Attendance Approval – [Conference Name]
This confirms the approval for you to attend the [Conference Name] conference. Please submit your expenses upon return.
Sample 13: Grant Application Approval
Date: October 26, 2023
To: Grant Writing Team
From: Executive Director
Subject: Grant Application Approval – [Grant Name]
The [Grant Name] grant application is approved for submission.
Sample 14: Content Approval
Date: October 26, 2023
To: [Writer’s Name]
From: [Editor’s Name]
Subject: Content Approval – [Content Title]
I am pleased to approve the content titled “[Content Title]” for publication.
Sample 15: Job Offer Approval
Date: October 26, 2023
To: HR Department
From: Hiring Manager
Subject: Job Offer Approval – [Candidate Name] – [Job Title]
Please proceed with issuing a job offer to [Candidate Name] for the [Job Title] position, at the agreed-upon salary and benefits.
These sample approval letters provide a foundation for crafting clear and effective communication in various professional scenarios. Remember to tailor each letter to the specific situation, ensuring accuracy and clarity. By following these guidelines, you can streamline the approval process and maintain transparency in your organization. Always keep a copy of the approval letter for your records. Careful attention to detail ensures that your approval letters are professional and legally sound.