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How to Write Approval Emails (9 Templates & Samples)

Jessica Shee
Written by
Jessica SheeProfessional Tech Writer
Updated on:Jan 03, 2024

No matter how brilliant your ideas and concepts are, you oftentimes have to present them to your supervisor for approval.

To convince your superior, it’s essential to emphasize the concept’s potential benefits, costs, and risks.

But how do I convince my supervisor when I’m mid at writing emails, you may think? What if we told you you got help? Our easy-to-use approved email templates can help you with developing a compelling email in minutes. Designed to address typical workplace scenarios, our well-written templates enable you to present your arguments professionally and courteously.

Moreover, our accompanying guide provides detailed insights into creating persuasive and polished approval request emails. Read on to learn how to write approval request emails expertly.

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What is an approval email?

An approval email is a formal message sent out by a team member or employee to their team leader, supervisor, or employer, seeking their consent on a course of action, activity, or decision they intend to make or carry out.

Approval request emails are commonly written by employees in the workplace to seek permission from a superior to represent the company in conferences, spend company money, take sick leave, etc. They should be simple, concise, clear to read, and easy to understand.

It’s best to keep a copy of this email to provide a reference point should any dispute or misunderstanding arise. It might also be useful for auditing and compliance purposes in some operations and industries.

Ready to send that email? Take a look at some of our approval email templates and examples to help you get started.

9 approval request email examples

We have various approval request email examples tailored to specific and common real-life situations. They are written to professionally relay your ideas and present them in the most convincing way possible

Request for approval email template

Formal approval request emails are typically written in formal language. A professional tone may also be maintained throughout the email. These make it not the most exciting email to write. But they are necessary regardless, especially if they concern activities not directly under your control.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request your approval for [activity/decision]. [Provide a brief explanation or rationale for the request].

Kindly review the attached [documents/reports/information] related to this matter. Your approval is necessary to proceed further.

Please let me know if you have any questions or require additional information. Your prompt attention to this matter would be greatly appreciated.

Thank you for your consideration.

Best regards,
[Your Name]

Read also: How to request something emails (5 samples & templates)

Seeking approval from an employer template

Sometimes, you need to be a little more pushy to get what you want. But care must be taken not to go overboard with it. This sample would give you insights on how to make your requests known in a compelling way without upsetting or offending anyone.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to seek your approval for [specific request]. After careful consideration, I believe that this will greatly [benefit or improve a certain aspect].

However, I understand that you may have concerns or questions regarding this matter. I would be more than happy to address any doubts or provide additional information that you may require. Please let me know if you need anything else to make an informed decision.

Thank you for your attention.

Best regards,
[Your Name]

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Read also: How to Reply an Email from Boss? (12 templates)

Leave request approval email template

Although you are entitled to take leave as per labor laws, it is crucial to inform your supervisor before choosing to be absent from work. Requesting leave from your supervisor is the professional way to handle vacation plans or any activity that keeps you away. This ensures smooth transitions and demonstrates responsibility. With this template, you can effectively communicate your planned time off, emphasizing your commitment to a smooth handover.

Dear [Recipient's Name],

I hope this email finds you well. I would like to request your approval for my upcoming leave. I have planned to be absent from work from [start date] to [end date] for [reason].

I understand the importance of informing you in advance to ensure a smooth transition during my absence. I will make sure to complete all pending tasks and delegate my responsibilities to a trusted colleague.

Please let me know if there are any concerns or further steps I need to take for the leave approval process. Your guidance on this matter would be highly appreciated.

Thank you for your attention and understanding.

Best regards,
[Your Name]

Read also: How to write a meeting request email (5 samples & templates)

Expense claim approval request email template

Did you make any out-of-pocket expenses on your last trip? Getting reimbursed shouldn’t be a problem as long as you can properly highlight these expenses and provide supporting documentation alongside. This expense claim approval request sample shows the logic and style you need to approach the situation to get paid promptly.

Dear [Recipient's Name],

I hope this email finds you well. I would like to request approval for my expense claim for the recent trip I made.

I have made certain out-of-pocket expenses during the trip and have attached all the necessary supporting documentation. These expenses include transportation, accommodation, and meals.

I kindly ask you to review the expenses and consider approving my claim so that I can be reimbursed promptly. If there are any concerns or questions regarding the expenses, please do not hesitate to reach out to me.

Thank you for your attention and prompt action on this matter.

Best regards,
[Your Name]

Shift change approval request email template

Sometimes, we need the flexibility to properly juggle our professional and personal lives. You can request modifications to your work schedules or swap shifts with colleagues to give you time for other activities. But you might need to send a request approval email first. A good employer is interested in your welfare too. If you have one, be honest about why you need a shift change, and you may be approved for one.

Dear [Recipient's Name],

I am writing to request a shift change for [date(s)] due to [reason]. [Explain the reason briefly]. I understand that this request may cause inconvenience and I apologize for any disruption it may cause. However, [provide a valid reason for the request]. I believe that by swapping shifts with [colleague's name], both our schedules can be accommodated effectively.

I have already discussed this with [colleague's name], and we both agree to make this arrangement. [Colleague's name] has kindly agreed to take my shift on [date/time] in exchange for me covering their shift on [date/time].

I assure you that I will complete all necessary tasks before handing over my responsibilities to [colleague's name]. This shift change will not affect the overall productivity of the team.

Thank you for your understanding and consideration. I look forward to your positive response.

Best regards,
[Your Name]

Hiring policy change approval request email template

Are you a hiring manager? Do you consider the company’s hiring policy outdated and nonconforming to modern practices? You can suggest a change using an approval request email. These emails explain the rationale behind the proposed modification. You may also attach the reviewed policy and seek consideration and approval for implementing the changes.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request your approval for a change in our hiring policy. After conducting a thorough review, I have identified some areas that require modification to align with modern practices.

I have attached the reviewed policy document for your consideration. The rationale behind the proposed changes is to ensure that our hiring procedures are more efficient, inclusive, and in line with industry standards.

Kindly review the proposed modifications and consider granting approval for the implementation of these changes. Your support in this matter is greatly appreciated.

Thank you for your attention.

Best regards,
[Your Name]

Approval request email reminder template

Have you sent an approval request email, eagerly waiting for a response, only to be met with silence? It is not uncommon for supervisors to become overwhelmed with the workload, inadvertently causing your email to slip through the cracks. Cheer up; all hope is not lost! You can prompt them to address your initial approval request by sending a gentle reminder.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to gently remind you of the approval request email that I sent you on [date]. I understand that you may be busy with other tasks and responsibilities, but I wanted to ensure that my request does not get overlooked.

It would be greatly appreciated if you could take a moment to review and respond to my initial email at your earliest convenience. Your approval is crucial for [reason for approval] and I look forward to receiving your prompt response.

Thank you for your attention.

Best regards,
[Your Name]

Procurement request email template

Simple moves like getting new office supplies, tools, and equipment may be all you need to block out frustrations and boost your productivity. But you need your supervisor’s approval for that, don’t you? With this persuasive email template, you can clearly articulate your needs, emphasizing the benefits of these purchases while at it. This increases your chances of approval.

Dear [Supervisor's Name],

I hope this email finds you well. I would like to request your approval for the procurement of new office supplies, tools, and equipment. These purchases will greatly contribute to improving our productivity and blocking out any frustrations caused by outdated or insufficient resources.

By investing in these necessary items, we can ensure that our team has the appropriate tools to perform their duties efficiently, resulting in enhanced work outcomes. Additionally, providing our staff with updated equipment demonstrates our commitment to their success and satisfaction.

I kindly ask for your consideration and approval of this procurement request. Thank you for your attention to this matter.

Best regards,
[Your Name]

Approval for overtime hours email template

Working outside normal business hours can attract extra pay. This includes working outside your contracted hours, on weekends or on holidays. But you have to update your employer on how many extra hours you have had to put in to get things done. The perfect way to do this is to send an overtime request email. You can modify this template to suit your specific situation and send it at once.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request approval for the overtime hours I have worked recently.

Due to [specific reason], I had to work outside my regular contracted hours to complete [specific task or project]. In total, I have worked [number of extra hours] extra hours.

I understand that working outside normal business hours can attract extra pay, and I wanted to ensure that I update you on the additional time I have put in to get things done. I kindly request your approval for these overtime hours.

Thank you for your attention to this matter.

Best regards,
[Your Name]

Format of an approval email

When reviewing our templates, you'll find they consist of three essential parts: a powerful subject line, a compelling body, and a simple sign-off. A standard approval request email should incorporate these elements effectively. Let's delve into each part, offering examples along the way to assist you in drafting your emails from scratch. By the end, you'll be equipped with the tools to create clear, concise, and persuasive email requests.

Subject line of an approval email

In every email writing guide, you'll find advice on the importance of an attention-grabbing subject line. However, it's equally vital for it to be straightforward and concise. Why? Because while an interesting subject line sparks curiosity and compels the recipient to prioritize opening your email, its conciseness provides a preview of the email's content.

By being upfront about your purpose, you avoid misleading the recipient when they open it. Let's explore how combining attention-grabbing, straightforwardness, and conciseness in your subject line ensures clarity and effective communication.

Some subject line suggestions for an approval request email include:

  • Request for overtime approval: (Date/Time range)
  • Approval needed for expense claim
  • Can you approve the (details) contracts?
  • Shift swap approval request: (Date/Time)
  • Approval needed for leave: (Dates)
  • Can I get your approval for (Details)?

There’s a very thin line between being creative and sounding informal. So, if you are worried about not using the right tone for your subject line, go formal and conservative.

Email body of an approval email

This is the main message to the reader. It begins with an introduction like:

“I hope this email finds you well. I am writing to request your approval for this project (including project details). And a follow-up request like:

  • “Your guidance and authorization are needed in beginning this project and ensuring its successful completion.”
  • “Our team incurred some extra expenses on our visit to the I have attached a copy of my expense claims. Can you review and approve?”
  • “I have checked the shared department calendar and can see that the department has enough coverage within the following dates. Can you approve my leave request for (Date)?”

This is a great way to make your great request; in some cases, you do not need any more information. However, if there is a need for additional details and supporting information, you can include them thereafter. For instance, if you are submitting an expense claim email, you can provide some explanation for some of the expenses in the claim.

Closing an approval email

Complete your email in a polite manner. Do not forget to include a call-to-action (CTA) to prompt your supervisor to act on the email content.

An example of a CTA for an approval request email is

  • Can you confirm receipt of my email and approval of my request?

Follow this up by showing appreciation for reading through your email.

  • Thanks for reading through this email. I am looking forward to receiving a response from you.
  • I would appreciate it if you could take time out of your busy schedule to review and sign off my leave request for (date).

Sign-offs like Kind regards and Many thanks are great ways to end your email. Your signature and contact details should follow soon after.


Master the art of writing effective approval request emails to enhance your professional success. Your email should have a professional tone to it and be as convincing as possible. Our templates and samples embody this and are free for use. You may also choose to write a more custom email using AI-powered email drafting tools like HIX.AI.

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