Approval via Email Sample

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Writing a proper letter of approval requires good email writing skills coupled with sound organizational behavior and management skill. With this in mind, we have compiled some samples to help you write the best and most professional approval email.

Sample 1: Email Acknowledging an Approval Request

Here is a sample letter you can use when acknowledging an approval request.

Subject Line: Approval Needed – End of Year Budget

Dear Tom,

I am done with the end-of-year program of activities. I acknowledge receipt of your email requesting approval of the budget and schedule of activities for the end-of-year celebrations.

Please note that I need a few days to review the quotes and confirm your proposed schedule of activities.

I will revert to you in the week, not later than the close of business on Friday.

Have a great day ahead.
Best regards,

Sample 2: Email Declining a Leave Request

Here’s a sample letter of approval when a team leader has to decline a leave request because the requesting officer has not met the requirements to be entitled to leave according to company policy.

Suggested Subject: Leave Request Status – Adam Kain

Dear Adam,

I acknowledge receipt of your email requesting 5 days leave to attend a family function out of state. Unfortunately, I have to decline your request at this time as you have not met all company requirements for leave entitlement.

If you review the leave policy contained in the staff handbook, you will find the requirements for leave entitlement. Your employment status is still probationary therefore, you have no leave allowance until you receive full confirmation and your status is upgraded to staff.

Please do not hesitate to contact me for any clarifications about company policies and your entitlements.


Sample 3: Email of Approval for a Leave Request

A typical letter of approval most businesses will encounter is for Leave requests. Here’s a sample letter of approval for a leave request.

Suggested Subject: Leave Approval

Dear Ann,

I trust you are well. Further to your earlier email requesting 5 days of your annual leave from March 10 to 15, 2018, please be informed that your leave is hereby approved.

Your request doesn’t conflict with any other absences from the team and falls within your leave entitlement.

Please prepare detailed handover notes and properly hand over outstanding tasks to your teammates before commencing your leave. Also, kindly provide contact information in case of emergencies.

Have a restful holiday.


Sample 4: Letter of Approval

This email is a formal approval letter for a requested item or action. It aims to inform the recipient that their request has been approved, express appreciation for their work, and offer further assistance if needed.

Suggested Subject: Approval of Requested

Dear [Recipient],

We are pleased to inform you that your request for [specific item/action] has been approved. We believe that this will [reason for approval].

We appreciate your hard work and dedication to the project, and we are confident that this approval will further contribute to the success of the project. Please do not hesitate to reach out if you have any questions or concerns.

Best regards,
[Your name]

Sample 5: Letter of Approval

This email is an approval letter for a leave of absence. It aims to acknowledge the recipient’s decision, express support, and offer further assistance if needed.

Suggested Subject: Approval for Leave of Absence

Dear [Recipient],

I am writing to inform you that your request for a leave of absence has been approved. We understand that this may be a challenging time for you, and we want to assure you that we fully support your decision.

We appreciate your dedication to the company and look forward to your return. Please do not hesitate to reach out if you need further assistance or have any questions.

Best regards,
[Your name]

Updated on December 22, 2023

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