Letter Requesting Or Seeking Approval

Dear [Name of Approving Authority],

I am writing to request your approval for [state the reason for the request]. As you may be aware, this [project/event/action] is an important step for [organization/team/person] and we believe that it will help us to [state the objective].

We have taken the necessary steps to ensure that the [project/event/action] is well-planned and will be carried out efficiently. The estimated budget for this project is [state the amount] and we have already secured [state the source of funding]. We believe that this [project/event/action] is essential for our organization to achieve its goals.

In order for us to proceed with this [project/event/action], we require your approval. We kindly request that you review the proposal and provide us with your feedback and approval at your earliest convenience.

Thank you for your time and consideration. We look forward to hearing back from you soon.

Sincerely,

[Your Name]

Formal Request for Leave Approval

Subject: Request for Leave Approval

Dear [Manager's Name],

I am writing to formally request approval for leave from [start date] to [end date] due to personal reasons. I have ensured that all my ongoing projects are up to date and have delegated my responsibilities to [colleague's name] during my absence.

I would be grateful if you could approve this leave at your earliest convenience. Please let me know if any additional information is required.

Thank you for your consideration.

Sincerely,

[Your Name]

Email Requesting Budget Approval

Subject: Request for Budget Approval for [Project Name]

Dear [Recipient's Name],

I hope this message finds you well. I am writing to seek your approval for the proposed budget for [Project Name]. The detailed breakdown is attached for your reference.

Kindly review the proposal and let me know if it meets your approval. Your timely response will help us initiate the project as scheduled.

Thank you for your attention.

Best regards,

[Your Name]

Casual Request for Event Participation Approval

Hey [Recipient's Name],

I’m planning to attend [Event Name] next month and wanted to get your approval before I confirm my participation. It would be a great opportunity for networking and learning.

Let me know if this works for you. Thanks a lot!

Cheers,

[Your Name]

Provisional Approval Request for Project Proposal

Subject: Request for Provisional Approval of [Project Name]

Dear [Recipient's Name],

I am submitting the initial proposal for [Project Name] and kindly request your provisional approval to proceed with preliminary activities. This will allow us to gather essential data and feedback before finalizing the project plan.

Please review and provide your provisional consent at the earliest convenience. Your guidance during this stage is highly appreciated.

Best regards,

[Your Name]

Heartfelt Request for Training Opportunity Approval

Subject: Request for Approval to Attend [Training Name]

Dear [Recipient's Name],

I am deeply committed to enhancing my skills in [Skill/Field] and came across [Training Name] that aligns perfectly with my development goals. I sincerely request your approval to attend this training.

Your support will mean a lot and help me contribute more effectively to our team. I am willing to adjust my schedule to ensure no disruption in my duties.

Thank you for considering my request.

Warm regards,

[Your Name]

Quick Request for IT Access Approval

Subject: Request for IT System Access

Dear [IT Manager's Name],

I need access to [System/Software] to perform my current tasks efficiently. Kindly approve my request at the earliest so I can continue with my responsibilities without delay.

Thank you for your prompt attention.

Regards,

[Your Name]

What / Why of Approval Request Letters

Approval request letters are formal or informal communications sent to seek permission, endorsement, or consent for a specific action, task, or proposal. They serve to ensure that the sender has authorization to proceed and provide a documented record of the request. The purpose varies from leave applications, project proposals, budget approvals, to attending events or training sessions.

Who Should Send an Approval Request Letter

Employees seeking permission from their manager or HR
Students requesting academic or administrative approvals
Project managers or team leads seeking approval for budgets or plans
Individuals requesting personal or official permissions
Any person needing formal consent for an action or decision

Whom the Letter Should Be Addressed To

Direct supervisors or managers for work-related approvals
Department heads for resource or budget approvals
HR for leave, training, or access requests
Authorities or committees responsible for official permissions
Event coordinators or training providers when pre-approval is needed

When to Send an Approval Request Letter

Before planned absences or leave
Prior to initiating a new project or task
Before spending on budgeted resources
Ahead of attending training, conferences, or events
When requesting access to restricted systems or tools
Whenever formal authorization is required to avoid conflicts

How to Write and Send an Approval Request Letter

Clearly state the purpose of the request in the subject line.
Begin with a respectful greeting.
Provide necessary details including dates, budget, or tasks involved.
Justify why approval is needed and highlight benefits or compliance.
Keep the tone appropriate to the context: formal, casual, or heartfelt.
Conclude politely with a request for timely approval.
Attach relevant documents if required.
Send via the appropriate mode: email for digital, printed letter for formal submission.

Requirements and Prerequisites Before Writing

Gather all necessary information about the request (dates, budgets, resources)
Ensure understanding of the policies or rules related to the request
Identify the correct recipient or authority for approval
Prepare supporting documents if needed (project plans, budgets, schedules)
Ensure that the request is reasonable and justified

Formatting Guidelines

Keep the letter concise: typically 150-300 words
Tone: formal for official requests, casual for informal approvals
Structure: subject, greeting, body, closing, signature
Mode: email for quick communication, printed letter for official records
Etiquette: polite, clear, and professional; avoid demanding language
Optional: include attachments or references if necessary

After Sending / Follow-up

Confirm receipt if necessary, especially for formal approvals
Be prepared to provide additional information or clarification
Track response deadlines and send a polite reminder if no reply is received
Once approved, acknowledge and thank the recipient
Implement the approved action responsibly and document completion

Tricks and Tips for Effective Approval Requests

Keep subject lines specific and informative
Use bullet points for complex information like budgets or schedules
Align your request with organizational goals or policies
Highlight benefits or necessity for prompt approval
Avoid vague or overly long letters
Maintain a respectful and professional tone

Common Mistakes to Avoid

Sending requests to the wrong person or authority
Lack of clarity in dates, budget, or objectives
Using an inappropriate tone for the context
Forgetting to attach necessary supporting documents
Making last-minute requests without reasonable notice
Overloading the letter with unnecessary details

Elements and Structure of an Approval Request Letter

Subject Line: Clearly states purpose
Greeting: Polite address to recipient
Introduction: State the purpose of the letter
Body: Explain details, justification, and benefits
Attachments/Supporting Documents: Optional but recommended
Closing: Polite request for approval
Signature: Name and designation
Optional: Follow-up instructions or deadlines

Does it Require Attestation or Authorization?

Formal requests like budget approvals or official leaves may require signatures or stamps
Provisional or digital approvals may only need email confirmation
Check organizational policies for approvals needing higher authority consent
Training or event approvals may need supervisor endorsement