25+ Professional Approval Email Templates + Expert Tips

Approval emails are critical business communications that formalize decisions, grant permissions, and move projects forward. Whether you're approving budget requests, project proposals, leave applications, or purchase orders, these emails require clarity, professionalism, and attention to detail. A well-crafted approval email not only confirms the decision but also sets clear expectations, outlines any conditions, and provides necessary next steps. These communications serve as official documentation and can have significant business and legal implications. The key is being specific about what's being approved, any limitations or conditions, and the timeline for implementation. Here are over 25 professionally crafted templates for various approval scenarios.

Tips for Writing Effective Approval Emails

• Be Clear and Specific: Clearly state what is being approved, including scope, amount, and timeline.
• Reference the Original Request: Include details from the original request to avoid confusion.
• Include Conditions and Limitations: Specify any constraints, budget limits, or requirements that apply.
• Provide Next Steps: Outline what actions need to be taken following the approval.
• Set Clear Expectations: Define timelines, reporting requirements, and success metrics if applicable.
• Use Professional Tone: Maintain appropriate formality while being positive and supportive.
• Include Contact Information: Provide details for follow-up questions or clarifications.
• Document Important Details: Ensure the email serves as proper documentation for future reference.
• Communicate Authority: Make clear that this approval comes from the appropriate authority level.
• Be Timely: Send approvals promptly to avoid delays in project implementation.

Approval Email Templates

Budget Request Approval

Subject: Approved - Budget Request for [Project/Department Name]

Dear [Requestor Name],

I am pleased to approve your budget request for [Project/Department Name] submitted on [Date].

Approved Details:
• Total Budget: $[Amount]
• Project: [Project Name/Description]
• Duration: [Start Date] to [End Date]
• Budget Code: [Code if applicable]

Budget Breakdown Approved:
• [Category 1]: $[Amount]
• [Category 2]: $[Amount]
• [Category 3]: $[Amount]

Conditions and Requirements:
• Monthly budget reports due by [Date] each month
• All expenditures must follow company procurement guidelines
• Budget variance approvals required for amounts exceeding [Percentage]%
• Final project report and budget reconciliation due [Date]

Next Steps:
1. Budget will be available starting [Date]
2. Contact [Finance Contact] to set up budget tracking
3. Submit purchase requests through [Process/System]
4. Schedule initial project kickoff meeting

Please confirm receipt of this approval and your acceptance of the outlined conditions. Congratulations on securing approval for this important initiative.

Best regards,
[Your Name]
[Your Title]
[Contact Information]

Project Proposal Approval

Subject: Project Approval - [Project Name]

Dear [Project Manager Name],

I am excited to approve your project proposal for [Project Name] submitted on [Date]. After careful review, we believe this project aligns well with our strategic objectives and will deliver significant value.

Project Approval Details:
• Project: [Project Name]
• Budget Approved: $[Amount]
• Timeline: [Start Date] to [Completion Date]
• Team Size: [Number] team members
• Project Manager: [Name]

Approved Scope:
• [Scope item 1]
• [Scope item 2]
• [Scope item 3]

Success Metrics:
• [Metric 1]: [Target]
• [Metric 2]: [Target]
• [Deliverable timeline]: [Schedule]

Approval Conditions:
• Bi-weekly status reports required
• Budget variance approval needed for changes >10%
• Key milestone approvals required before proceeding to next phase
• Post-project evaluation and lessons learned documentation

Please proceed with:
1. Project kickoff meeting scheduling
2. Team resource allocation
3. Initial project plan finalization
4. Risk assessment and mitigation planning

I look forward to seeing this project's success and am available for any questions or support needed.

Best regards,
[Your Name]
[Your Title]
[Date]

Vacation/Leave Request Approval

Subject: Vacation Request Approved - [Employee Name]

Dear [Employee Name],

Your vacation request has been approved for the following dates:

Approved Leave Details:
• Leave Type: [Vacation/Personal/etc.]
• Start Date: [Date]
• Return Date: [Date]
• Total Days: [Number] business days
• Remaining Vacation Balance: [Number] days

Coverage Arrangements:
• [Colleague Name] will handle [specific responsibilities]
• [Colleague Name] will cover [other responsibilities]
• Emergency contact procedures: [Details]

Pre-Departure Requirements:
• Complete all pending [specific tasks] by [Date]
• Brief coverage team on current projects by [Date]
• Set up out-of-office email response
• Update project status in [System/Platform]

Please confirm that you have made all necessary arrangements with your coverage team and that all urgent matters will be handled appropriately during your absence.

Have a wonderful and restful time off!

Best regards,
[Your Name]
[Your Title]
HR/Management

Purchase Order Approval

Subject: Purchase Order Approved - PO #[Number]

Dear [Requestor Name],

Your purchase order request has been approved and processed.

Purchase Order Details:
• PO Number: #[Number]
• Vendor: [Vendor Name]
• Total Amount: $[Amount]
• Items: [Brief description of items/services]
• Delivery Date: [Expected delivery]
• Budget Code: [Code]

Approved Items:
• [Item 1]: Quantity [X] at $[Price] each
• [Item 2]: Quantity [X] at $[Price] each
• [Shipping/Tax]: $[Amount]

Terms and Conditions:
• Payment terms: [Terms]
• Delivery location: [Address]
• Special requirements: [Any special instructions]

Next Steps:
1. PO has been sent to vendor
2. Track delivery status through [System/Contact]
3. Notify [Receiving Department] of expected delivery
4. Process invoice upon receipt and verification

Please coordinate with [Receiving Contact] for delivery arrangements and ensure proper receipt verification procedures are followed.

Best regards,
[Your Name]
[Procurement/Finance Title]
[Contact Information]

Training Request Approval

Subject: Training Request Approved - [Training Name]

Dear [Employee Name],

I am pleased to approve your request to attend [Training/Conference Name] on [Date(s)].

Training Approval Details:
• Event: [Training/Conference Name]
• Date(s): [Start Date] to [End Date]
• Location: [Location/Virtual]
• Cost: $[Amount] (includes registration, travel, accommodation)
• Budget Code: [Code]

Approved Expenses:
• Registration Fee: $[Amount]
• Travel: $[Amount]
• Accommodation: $[Amount] ([Number] nights)
• Meals: $[Amount] per diem

Requirements and Expectations:
• Submit expense reports within 10 days of return
• Provide training summary/report within 2 weeks
• Share key learnings with team in [Format]
• Apply new skills to current projects where relevant

Pre-Training Tasks:
• Complete pre-training preparation materials
• Arrange coverage for [specific responsibilities]
• Book travel and accommodation (follow company guidelines)

This investment in your professional development aligns with our commitment to continuous learning. I look forward to hearing about your experience and new insights.

Best regards,
[Your Name]
[Your Title]
[Date]

Hiring Request Approval

Subject: Hiring Request Approved - [Position Title]

Dear [Hiring Manager Name],

Your request to hire for the [Position Title] position has been approved effective immediately.

Approved Position Details:
• Position: [Position Title]
• Department: [Department Name]
• Reporting Manager: [Manager Name]
• Start Date: Target [Date]
• Salary Range: $[Min] - $[Max]
• Employment Type: [Full-time/Part-time/Contract]

Approved Budget:
• Annual Salary Budget: $[Amount]
• Benefits Cost: $[Amount]
• Recruitment Costs: $[Amount]
• Total First-Year Cost: $[Amount]

Hiring Process Authorization:
• Begin recruitment immediately
• Use approved job description dated [Date]
• Work with [HR Contact] for posting and screening
• Interview panel: [Approved panel members]

Requirements:
• All offers must be within approved salary range
• Background checks and reference verification required
• New hire paperwork through HR within first week
• 90-day performance check-in required

Please coordinate with HR to begin the recruitment process and keep me updated on candidate progress.

Best regards,
[Your Name]
[Your Title]
[Date]

Contract Approval

Subject: Contract Approved - [Vendor/Client Name]

Dear [Requestor Name],

The contract with [Vendor/Client Name] has been reviewed and approved with the following terms:

Contract Details:
• Vendor/Client: [Name]
• Contract Type: [Type]
• Contract Value: $[Amount]
• Term: [Start Date] to [End Date]
• Contract Number: [Number]

Approved Terms:
• Services/Products: [Description]
• Payment Schedule: [Schedule]
• Key Performance Indicators: [KPIs]
• Termination Clauses: [Summary]

Key Conditions:
• [Important condition 1]
• [Important condition 2]
• [Compliance requirements]

Contract Management:
• Contract Manager: [Name]
• Performance Reviews: [Schedule]
• Renewal Options: [Details]
• Change Order Process: [Process]

Next Steps:
1. Execute final contract documents
2. Send executed contract to legal department
3. Set up vendor/client in our systems
4. Schedule project/service kickoff meeting
5. Establish regular performance review schedule

Please ensure all contract terms are clearly communicated to relevant team members.

Best regards,
[Your Name]
[Your Title]
[Date]

Policy Exception Approval

Subject: Policy Exception Approved - [Brief Description]

Dear [Requestor Name],

After careful consideration, I am approving your request for an exception to [Policy Name] under the following specific circumstances:

Exception Details:
• Policy: [Policy Name and Section]
• Exception Request: [Brief description]
• Justification: [Business justification provided]
• Duration: [Time period or one-time exception]
• Approval Authority: [Your title/authority level]

Approved Exception Terms:
• [Specific exception detail 1]
• [Specific exception detail 2]
• [Any limitations or conditions]

Conditions for Approval:
• This exception applies only to [specific situation/timeframe]
• Regular policy compliance resumes [Date/After event]
• Additional oversight required: [Oversight details]
• Documentation requirements: [What must be documented]

Important Notes:
• This exception does not set precedent for future requests
• All other policy provisions remain in full effect
• Exception must be reviewed/renewed by [Date if applicable]
• Any issues or concerns must be reported immediately

Please ensure all affected parties understand the terms and limitations of this exception.

Best regards,
[Your Name]
[Your Title]
[Date]
[Authority Reference]

Equipment/Software Purchase Approval

Subject: Equipment Purchase Approved - [Description]

Dear [Requestor Name],

Your request for [Equipment/Software] has been approved for purchase.

Purchase Approval Details:
• Items: [Detailed list of approved items]
• Vendor: [Approved vendor name]
• Total Cost: $[Amount]
• Budget Account: [Account code]
• Delivery Timeline: [Expected timeframe]

Approved Specifications:
• [Specification 1]
• [Specification 2]
• [Warranty/Support terms]

Procurement Process:
• Purchase Order: [PO number if generated]
• Procurement Contact: [Name and contact]
• Delivery Location: [Address]
• Installation Requirements: [If applicable]

Usage and Maintenance:
• Primary User: [Name]
• Asset Tag Required: [Yes/No]
• Maintenance Schedule: [Details]
• Insurance/Security Requirements: [Details]

Next Steps:
1. Coordinate delivery with [Contact name]
2. Schedule installation/setup if required
3. Complete asset registration within [timeframe]
4. Arrange training if necessary

Please ensure all company IT and security policies are followed during setup and use.

Best regards,
[Your Name]
[Your Title]
[Contact Information]

Marketing Campaign Approval

Subject: Marketing Campaign Approved - [Campaign Name]

Dear [Marketing Manager Name],

I am excited to approve the [Campaign Name] marketing campaign as presented.

Campaign Approval Details:
• Campaign: [Campaign Name]
• Launch Date: [Date]
• Duration: [Start] to [End]
• Budget: $[Amount]
• Target Audience: [Description]

Approved Campaign Elements:
• Creative Assets: [Approved materials]
• Channels: [Approved marketing channels]
• Messaging: [Key approved messages]
• Call-to-Action: [Approved CTA]

Budget Allocation:
• Media Buy: $[Amount]
• Creative Development: $[Amount]
• Production: $[Amount]
• Other Expenses: $[Amount]

Success Metrics:
• Primary KPI: [Metric and target]
• Secondary KPIs: [Additional metrics]
• Reporting Schedule: [When and how often]

Approval Conditions:
• All creative must include approved legal disclaimers
• Brand guidelines must be strictly followed
• Performance must be monitored and reported weekly
• Campaign must comply with all applicable regulations

Please proceed with campaign implementation and keep me updated on performance metrics.

Best regards,
[Your Name]
[Your Title]
[Date]

Remote Work Approval

Subject: Remote Work Request Approved - [Employee Name]

Dear [Employee Name],

Your request for remote work arrangements has been approved under the following terms:

Remote Work Details:
• Arrangement Type: [Full-time remote/Hybrid/Temporary]
• Start Date: [Date]
• Duration: [Permanent/Until date/Trial period]
• Work Location: [Approved location]
• Schedule: [Work hours and days]

Approved Conditions:
• Maintain current productivity and quality standards
• Attend all required meetings (virtual or in-person)
• Be available during core business hours [Time range]
• Participate in team activities and collaboration sessions

Technology and Equipment:
• [List approved equipment/software]
• IT support contact: [Contact information]
• Security requirements: [VPN, security protocols]
• Equipment return policy: [If applicable]

Performance Expectations:
• Regular check-ins with manager: [Frequency]
• Project deliverables: [Expectations]
• Communication standards: [Response times, channels]
• Performance review: [Schedule]

Trial Period (if applicable):
• Trial duration: [Period]
• Evaluation criteria: [Metrics]
• Review date: [Date]

This arrangement will be reviewed [schedule] to ensure it continues to meet both your needs and business requirements.

Best regards,
[Your Name]
[Your Title]
[Date]

Overtime/Additional Hours Approval

Subject: Overtime Authorization Approved - [Project/Period]

Dear [Employee Name],

Your request for overtime authorization has been approved for the following:

Overtime Approval Details:
• Project/Reason: [Description]
• Approved Hours: [Number] hours
• Time Period: [Start date] to [End date]
• Rate: [Overtime rate/compensation details]
• Supervisor: [Approving manager]

Work Requirements:
• Specific tasks: [List of approved overtime work]
• Deliverables: [Expected outcomes]
• Quality standards: [Expectations]
• Safety requirements: [If applicable]

Approval Conditions:
• All overtime must be pre-approved by [Manager name]
• Accurate time tracking required in [System]
• Work-life balance considerations must be maintained
• Regular breaks and safety protocols must be followed

Reporting Requirements:
• Daily progress updates to [Manager]
• Time sheets submitted by [Day] each week
• Completion report due [Date]

Budget Information:
• Budget code: [Code]
• Maximum approved cost: $[Amount]
• Approval authority: [Title]

Please ensure all company policies regarding overtime work are followed and prioritize your health and safety.

Best regards,
[Your Name]
[Your Title]
[Date]

Event/Conference Approval

Subject: Event Approval - [Event Name]

Dear [Event Organizer Name],

I am pleased to approve the [Event Name] as proposed for [Date(s)].

Event Approval Details:
• Event: [Event Name]
• Date(s): [Date range]
• Location: [Venue]
• Expected Attendance: [Number]
• Budget: $[Amount]

Approved Event Elements:
• Venue: [Approved location]
• Catering: [Approved catering plan]
• Speakers/Entertainment: [Approved lineup]
• Marketing: [Approved promotional activities]

Budget Breakdown:
• Venue Costs: $[Amount]
• Catering: $[Amount]
• Speakers/Entertainment: $[Amount]
• Marketing/Materials: $[Amount]
• Other Expenses: $[Amount]

Event Requirements:
• All vendors must be approved through procurement
• Insurance and liability requirements must be met
• Health and safety protocols must be followed
• Event evaluation and report required post-event

Success Metrics:
• Attendance target: [Number]
• Satisfaction score: [Target]
• Budget adherence: Within [Percentage]%
• Follow-up actions: [Specific goals]

Next Steps:
1. Finalize vendor contracts
2. Begin marketing and promotion
3. Coordinate logistics and setup
4. Prepare event materials and signage

I look forward to a successful event. Please keep me updated on planning progress.

Best regards,
[Your Name]
[Your Title]
[Date]

Research/Study Approval

Subject: Research Project Approved - [Research Title]

Dear [Principal Investigator Name],

Your research proposal "[Research Title]" has been approved for implementation.

Research Approval Details:
• Project Title: [Full title]
• Principal Investigator: [Name]
• Duration: [Start date] to [End date]
• Budget: $[Amount]
• IRB Approval: [Number/Status if applicable]

Approved Research Scope:
• Objectives: [Approved research objectives]
• Methodology: [Approved methods]
• Participants: [Approved participant criteria]
• Data Collection: [Approved collection methods]

Budget Allocation:
• Personnel: $[Amount]
• Equipment/Supplies: $[Amount]
• Travel: $[Amount]
• Other Direct Costs: $[Amount]

Compliance Requirements:
• Ethics approval maintained throughout study
• Data privacy and security protocols followed
• Regular progress reports: [Schedule]
• Any protocol changes require approval

Reporting Schedule:
• Monthly progress reports due [Day] of each month
• Interim report due [Date]
• Final report due [Date]
• Publication rights: [Details]

Please proceed with research implementation and maintain all required documentation and approvals.

Best regards,
[Your Name]
[Your Title]
[Research Committee/Institution]
[Date]

Promotion Approval

Subject: Promotion Approved - [Employee Name]

Dear [Employee Name],

I am delighted to approve your promotion to [New Position Title], effective [Date].

Promotion Details:
• New Position: [Position Title]
• Current Position: [Current Title]
• Effective Date: [Date]
• New Salary: $[Amount] annually
• Department: [Department if changing]
• Reporting Manager: [Manager name]

New Responsibilities:
• [Key responsibility 1]
• [Key responsibility 2]
• [Key responsibility 3]
• [Team management if applicable]

Compensation Changes:
• Base Salary: $[Amount] (increase of $[Amount])
• Benefits: [Any changes to benefits]
• Stock Options/Bonuses: [If applicable]
• Performance Review Date: [Next review date]

Transition Plan:
• Current responsibilities handover: [Timeline]
• Training/onboarding for new role: [Plan]
• New workspace/equipment: [Details]
• Announcement: [When announcement will be made]

This promotion recognizes your outstanding contributions and performance. I am confident you will excel in your new role and continue to drive success for our organization.

Congratulations on this well-deserved advancement!

Best regards,
[Your Name]
[Your Title]
[Date]

Approval Email Best Practices

Documentation Requirements

• Include all relevant details for future reference
• Reference original request documents or proposal numbers
• Specify approval authority and date
• Copy relevant stakeholders and decision-makers

Clear Communication

• State exactly what is being approved
• Include any conditions, limitations, or requirements
• Provide specific timelines and deadlines
• Outline next steps and responsibilities

Legal and Compliance

• Ensure approval is within your authority level
• Include necessary compliance and regulatory requirements
• Document any exceptions or special conditions
• Maintain proper approval trail for auditing

Follow-up and Monitoring

• Establish reporting and review schedules
• Set up tracking and monitoring systems
• Plan for performance evaluation and feedback
• Define success metrics and evaluation criteria