10 Examples of Email for Approval You Can Use in Your Business

Have you ever found yourself staring blankly at a screen, trying to craft the perfect email for approval? We’ve all been there – trying to find just the right language to persuade someone to give us the green light on a project or proposal.

But fear not, dear reader! I have the solution for you. Today, we’re going to explore some example emails for approval that you can use as inspiration and edit as needed to fit your specific situation.

Whether you’re asking for a budget increase, proposing a new project idea, or seeking approval for a marketing campaign, these templates will help you convey your message with clarity and persuasiveness.

But wait, there’s more! Not only will we provide you with example emails, but we’ll also break down the key elements that make them effective. By understanding the structure and language used in successful approval requests, you’ll be able to customize your own emails to maximize your chances of success.

So, without further ado, let’s dive into some example emails for approval and learn how to craft your own persuasive pitches.

The Ultimate Guide to Crafting an Email for Approval

Asking for approval can be a daunting task. Whether you’re seeking the green light for a new project or simply trying to get the go-ahead for a change in direction, you need an email that is professional, clear, and persuasive.

The structure of your email is key to conveying your message effectively. Here’s the ultimate guide to crafting the perfect email for approval.

Start with a clear subject line
Your subject line should be straightforward and concise. Give your recipient a clear idea of what your email is about, so they can evaluate its importance right away. Avoid vague or overly casual subject lines that give no indication of the email’s contents.

Begin with a thoughtful greeting
Address your recipient by name, and use an appropriate level of formality based on your relationship with them. Be warm and friendly but avoid using overly familiar language, which may come across as unprofessional.

State your purpose clearly and concisely
Once you have established your greeting, get straight to the point. Clearly state why you’re writing and what you’re seeking approval for. Use precise language and avoid unnecessary detail.

Provide context and supporting information
Give your recipient the background they need to fully understand your request for approval. Provide context as to how your proposal fits into the bigger picture of your organization or project. Any supporting information or data that can help make your case should also be included in this section.

Mention potential concerns and address them
Anticipate any potential concerns or objections that your recipient may have. Address these proactively in your email by providing reassuring information or making suggestions to alleviate their concerns.

Outline your proposed next steps
Make your request for approval actionable by outlining the proposed next steps. This will show that you’ve thought the process through and that you’re ready to move forward. Be specific about the timeline for the next steps and any anticipated deadlines.

End with a gracious and professional closing
Close your email by thanking your recipient for their time and consideration. Offer your contact information if they have any questions or need further information.

By following these guidelines, you can craft an email for approval that is appropriate, professional, and effective. Remember to keep it concise, clear, and persuasive, and that a well-structured email can go a long way towards securing the approval you need.

Approval Email Samples

Approval for Business Travel

Hello John,

I hope you are doing well. I am writing this email to request approval for my upcoming business trip to New York. The purpose of my travel is to attend a trade conference, where I will have the opportunity to meet industry peers, learn about the latest business trends, and showcase our company’s products.

The conference will take place from September 1st to September 5th. My travel itinerary includes roundtrip flights, accommodations at the conference hotel, and local transportation for the duration of my stay. The total cost of the trip is $2,500.

Thank you for considering my request. I look forward to your approval.

Best regards,


Approval for Overtime

Dear Manager,

I am writing to request approval for overtime hours worked during the previous week. As you may recall, I had to work extra hours to finish a project that was due on Friday. I worked a total of 12 hours overtime, from Monday to Thursday.

I understand that the company policy states that overtime must be approved in advance, but the urgent nature of the project did not allow me to seek approval first. I assure you that the additional hours were necessary to ensure the project’s timely completion.

Please review my overtime request and let me know if there are any concerns or questions. Thank you for your understanding.



Approval for Time Off

Dear HR Manager,

I am writing this email to request approval for time off from work starting from Monday, June 7, 2021, to Friday, June 11, 2021. The reason for my leave is to attend my brother’s wedding in California.

I have spoken to my team lead and team members to ensure there is no work-related conflict during my absence. If there is anything urgent, I can be reached via phone or email. I will make sure to complete all pending tasks before my departure.

Please let me know if there are any forms I need to fill out or any other necessary steps to follow to obtain approval for my time off. Thank you in advance.

Best regards,


Approval for Training Course

Hello HR Team,

I am writing this email to request your approval for a training course that I believe will be beneficial to my career and the company as a whole. The training course is titled “Leadership and Management” and will take place in London in three weeks, from Monday, July 5th to Wednesday, July 7th.

The course will cover topics such as effective communication, team building, strategic planning, and conflict resolution. As you know, my current position as a team lead requires strong leadership and management skills, and I am certain that this course will help me improve in those areas.

The total cost of the course is $2,000, including registration, travel, accommodation, and meals. I am willing to write a report after the course to share my learnings with the rest of the team.

Please let me know if there are any concerns or questions. I look forward to your approval.

Thank you,


Approval for Employee Referral

Dear Hiring Manager,

I am writing to recommend my colleague, Sarah, for the open position of Marketing Director at your company. Sarah and I have worked together for three years, and I can personally attest to her outstanding skills, dedication, and work ethic.

Sarah has a proven track record of achieving marketing objectives, building brand awareness, and delivering successful campaigns. She is a strategic thinker who can balance creativity and analytics to drive results. In addition, Sarah is a team player who collaborates effectively with her peers and contributes to a positive work culture.

I believe that Sarah would be an excellent fit for your company, and I highly recommend her for the Marketing Director position. Please feel free to contact me if you need any further information or references.



Approval for Budget Increase

Dear Finance Director,

I am writing to request an increase in our department’s budget for the upcoming quarter. As you know, our department has been working on a new product launch that requires additional resources and marketing efforts. There have also been unexpected expenses, such as equipment repairs, software upgrades, and employee bonuses.

Our current budget allocation does not enable us to meet these needs without compromising the quality or timeline of our projects. I propose that we increase our budget by 15% to cover the additional costs and ensure that we deliver our projects successfully.

Please let me know if you need any further details or justification for the budget increase. We appreciate your consideration and support.

Thank you,


Approval for Promotional Campaign

Dear Marketing Director,

I am reaching out to request your approval for our new promotional campaign, which we plan to launch next week. The campaign objective is to attract more customers to our website and increase sales of our new product line.

The campaign includes various tactics, such as email marketing, social media advertising, influencer partnerships, and a loyalty program. We have conducted market research and analyzed the results of previous campaigns to ensure that our approach is tailored to our target audience and aligned with our brand values.

The total budget for the campaign is $50,000, and we anticipate a return on investment of at least 200%. We have also prepared a detailed report outlining the campaign’s expected outcomes and success metrics.

Please let me know if you have any concerns or questions regarding the campaign. We appreciate your support and collaboration.

Best regards,


Email for Approval Tips

Asking for approval through email can be a daunting task. However, with the right approach, you can increase your chances of getting the green light from your boss or client. Here are a few tips to help you craft an effective email for approval:

  • Keep it concise: Your email should be brief and to the point. Avoid rambling and stick to the important details. Get straight to the request and explain why it’s important.
  • Make it easy to scan: Most people scan through emails quickly, so make yours easy to read. Use bullet points and short paragraphs, and bold key information.
  • Be professional: Your email should be written in a professional tone. Use proper grammar and punctuation, and avoid slang or overly casual language.
  • Provide context: The person you’re asking for approval from may not have all the information they need. Provide details and context that help clarify your request.
  • End with a clear call to action: Make it clear what you need from the recipient and by when. End the email with a clear call to action that leaves no room for ambiguity.

If you follow these tips, you’ll be well on your way to getting the approval you need. Remember to stay focused and keep your language professional. Good luck!

FAQs related to Example Email for Approval

What is an Example Email for Approval?

An Example Email for Approval is a sample email used as a reference to seek approval from your boss or supervisor in a professional atmosphere.

Why do I need to send an Example Email for Approval?

You need an Example Email for Approval to seek approval from your boss or supervisor on a particular subject or decision in a professional atmosphere. It helps you capture the essence of an approval request, while saving time and ensuring clarity of communication.

What should I include in an Example Email for Approval?

An Example Email for Approval should be precise and concise, containing a clear request, context and a defined action plan. It should communicate the message clearly, and convey what tasks, goals or objectives need to be achieved and why approval is required.

Do all organizations have the same approval process?

No. Every organization has a unique approval process and set of hierarchy levels, depending on the size, industry, and complexity of the organization. It is important to understand the approval process of your company before sending an Example Email for Approval.

What are some common guidelines for writing an Example Email for Approval?

Some common guidelines for writing an Example Email for Approval include using a clear and concise subject line, greeting, stating the intent of the email, explaining the context, presenting your argument in a clear and concise manner, and ending with a call to action.

How should I address my boss or supervisor in an Example Email for Approval?

You should address your boss or supervisor in a formal manner using their official title, such as “Dear Mr. Smith” or “Dear Ms. Jones”. If your boss or supervisor has a preference for a particular form of address, it is always best to respect their preference.

How should I end an Example Email for Approval?

You should end an Example Email for Approval by thanking your boss/supervisor for their time and consideration. You can also mention your availability to discuss the matter further if required.

What should I do if I don’t hear back after sending an Example Email for Approval?

If you don’t hear back after sending an Example Email for Approval, it is a good idea to follow up with your boss/supervisor. You can do this by sending a polite reminder email, or by scheduling a meeting to discuss the matter in person.

What are some common mistakes to avoid in an Example Email for Approval?

Some common mistakes to avoid in an Example Email for Approval include not providing enough context, not being specific with your requests, including irrelevant information, using inappropriate tone or language, and not proofreading the email before sending it.

Is it appropriate to send an Example Email for Approval to multiple people?

It depends on the situation. If you are seeking approval from multiple people, it is acceptable to copy everyone involved in the email conversation to ensure transparency. On the other hand, if you need approval from only one person, it is not necessary to copy others on the email.

Thanks for Checking Out Our Example Email for Approval!

We hope this article helped you create an effective email that gets your ideas approved in no time! Remember, tone and word choice are crucial to making a strong case for your ideas. We hope you found our example email helpful and informative. Thanks for reading and be sure to check back for more tips and tricks on how to improve your professional communication skills!