Getting approval can be tough. You send a request and wait anxiously for a response that could make or break your plans. The right words can tip the scales in your favor, while the wrong ones might lead to rejection.
Your request letter needs to be clear, persuasive, and properly structured to get the “yes” you need. Want to know how to craft letters that get results? Keep reading for 15 ready-to-use templates that will help you secure approvals for various situations.
Sample Letters of Request for Approval
These letter templates will guide you through writing effective approval requests for many common scenarios.
1. Request for Budget Approval
Subject: Request for Budget Approval – Q3 Marketing Campaign
June 15, 2025
Mr. Robert Johnson
Chief Financial Officer
ABC Corporation
123 Business Avenue
New York, NY 10001
Dear Mr. Johnson,
This letter serves as a formal request for budget approval for our Q3 Marketing Campaign, scheduled to run from July through September 2025.
Based on our market analysis and previous campaign performance, we have outlined a comprehensive marketing strategy that requires a total budget of $75,000. This budget will cover digital advertising ($30,000), content creation ($20,000), event sponsorships ($15,000), and performance tracking tools ($10,000).
The proposed campaign aims to achieve a 15% increase in lead generation and an estimated 20% growth in sales compared to Q3 last year. Our team has conducted thorough research showing that similar campaigns have yielded an average ROI of 300% within six months.
A detailed breakdown of all expenses and projected returns is attached to this letter for your review. Should you need any clarification or additional information, please contact me at extension 4567 or via email at marketing@abccorp.com.
Your timely approval will allow us to secure early booking discounts with our media partners, potentially saving us 8% of the total media budget.
Thank you for your consideration.
Sincerely,
Sarah Williams
Sarah Williams
Marketing Director
ABC Corporation
2. Request for Time Off Approval
Subject: Request for Annual Leave Approval
April 12, 2025
Ms. Jennifer Lopez
Human Resources Manager
Global Solutions Inc.
456 Corporate Plaza
Chicago, IL 60601
Dear Ms. Lopez,
Please accept this letter as my formal request for annual leave from May 10 to May 21, 2025 (10 working days).
During my absence, my colleague Tom Bradford has agreed to handle my daily responsibilities and urgent matters. I will complete all pending tasks before my departure and provide Tom with detailed handover notes.
My team is currently ahead of schedule on our quarterly targets, and my absence falls during our typically slower period, minimizing any potential disruption to operations.
Should you need to reach me during this time, I will be available via email for any urgent matters, though responses may be delayed by a few hours due to time zone differences.
Thank you for considering my request. Your approval would be greatly appreciated.
Kind regards,
Michael Chen
Michael Chen
Senior Account Manager
Extension: 2345
Email: m.chen@globalsolutions.com
3. Request for Project Approval
Subject: Request for Approval – Customer Service Enhancement Project
August 5, 2025
Ms. Patricia Grant
Chief Operations Officer
Stellar Services LLC
789 Innovation Way
San Francisco, CA 94105
Dear Ms. Grant,
I am writing to request your approval for the Customer Service Enhancement Project proposed by the Customer Experience team.
This six-month project aims to reduce customer wait times by 40% and boost satisfaction scores by 25 points. The initiative includes implementing new ticketing software, restructuring the support team, and creating a knowledge base for common customer questions.
The total investment required is $120,000, broken down as follows: – Software purchase and integration: $65,000 – Staff training: $25,000 – Knowledge base development: $20,000 – Project management: $10,000
Based on current customer churn rates tied to service issues, we project this investment will pay for itself within 9 months through improved customer retention alone.
The detailed project plan, including implementation timeline, resource allocation, and success metrics, is attached for your review.
We request your approval by August 20th to stay on track for a September 1st project launch.
Thank you for your consideration.
Respectfully,
David Thompson
David Thompson
Head of Customer Experience
Stellar Services LLC
d.thompson@stellarservices.com
Tel: (415) 555-9876
4. Request for Training Approval
Subject: Request for Professional Development Training Approval
March 15, 2025
Mr. Samuel Jones
Learning & Development Director
Tech Innovations Inc.
321 Technology Park
Austin, TX 78701
Dear Mr. Jones,
I am writing to request approval to attend the Advanced Data Analytics Certification program offered by DataTech Academy from April 18-22, 2025.
This training aligns perfectly with my career development plan and our department goals of strengthening our data analysis capabilities. The program covers predictive modeling, data visualization, and machine learning techniques that would directly benefit our upcoming product analytics initiative.
The total cost breakdown is as follows: – Registration fee: $1,800 – Travel expenses: $600 – Accommodation (4 nights): $800 Total: $3,200
Upon completion, I commit to: 1. Sharing key learnings with the team through a lunch-and-learn session 2. Developing a training guide for basic analytics techniques 3. Applying new skills to optimize our current reporting processes
The training falls during a relatively quiet period for our team, and I have already discussed coverage arrangements with my manager, who supports this request.
Your approval would be greatly valued. Please let me know if you need any additional information.
Thank you for your consideration.
Best regards,
Rachel Kim
Rachel Kim
Senior Data Analyst
Tech Innovations Inc.
r.kim@techinnovations.com
Extension: 3456
5. Request for Approval to Purchase Equipment
Subject: Request for Approval – Design Department Equipment Upgrade
February 10, 2025
Mr. Anthony Martinez
Procurement Director
Creative Concepts Agency
567 Design Avenue
Portland, OR 97201
Dear Mr. Martinez,
I am writing to request approval for purchasing new design equipment for our creative team.
Our current workstations are now five years old and struggle with the latest design software, causing frequent crashes and significant productivity losses. Staff report spending an average of 7.5 hours weekly waiting for files to process or dealing with system crashes.
We propose replacing six workstations with the following specifications: – High-performance desktops with graphics acceleration ($2,200 each) – Professional-grade monitors with color calibration ($800 each) – Extended warranties and support ($300 each) Total investment: $19,800
Three quotes from approved vendors are attached, with TechPro offering the best combination of price, specifications, and support. They have also offered a 5% discount if we place the order before the end of the month.
This upgrade would directly address the 23% increase in missed deadlines our department experienced last quarter. Based on current hourly rates and productivity losses, we calculate the equipment will pay for itself within 7 months.
Your prompt consideration would help us take advantage of the current discount offer.
Thank you for your time.
Sincerely,
Lisa Wong
Lisa Wong
Creative Director
Creative Concepts Agency
Extension: 6789
l.wong@creativeconcepts.com
6. Request for Policy Change Approval
Subject: Request for Flexible Work Policy Approval
September 8, 2025
Ms. Victoria Adams
Chief Executive Officer
Future Works Corporation
890 Progress Street
Boston, MA 02110
Dear Ms. Adams,
On behalf of the Human Resources department, I am submitting this formal request for your approval of the proposed Flexible Work Policy.
Following six months of research, employee surveys, and benchmarking against industry standards, we have developed a comprehensive policy that would allow employees to work remotely up to three days per week while maintaining productivity standards and team collaboration.
Key benefits of this policy include: – 67% of our employees indicated this would significantly boost job satisfaction – Potential office space reduction, saving approximately $350,000 annually – Expanded talent pool beyond geographic limitations – Reduced carbon footprint from daily commuting
The policy includes clear guidelines for eligibility, performance expectations, communication protocols, and technology requirements. We have also developed training modules for managers to effectively lead remote teams.
Our IT department has confirmed our current systems can support this transition with minimal additional investment ($15,000 for enhanced VPN capacity).
The complete policy document and implementation plan are attached for your review. We propose a phased rollout beginning with a three-month pilot program in the Marketing and IT departments.
Your approval is requested by September 30th to allow for an October 15th pilot launch.
Thank you for your consideration.
Respectfully yours,
Marcus Johnson
Marcus Johnson
HR Policy Director
Future Works Corporation
m.johnson@futureworks.com
Tel: (617) 555-4321
7. Request for Approval to Attend a Conference
Subject: Request for Approval to Attend Healthcare Innovation Summit
July 5, 2025
Dr. Elizabeth Carter
Medical Director
City General Hospital
432 Health Avenue
Philadelphia, PA 19103
Dear Dr. Carter,
I would like to request your approval to attend the annual Healthcare Innovation Summit taking place in Chicago from August 15-17, 2025.
This conference directly relates to our hospital’s strategic goal of implementing patient-centered digital solutions. The agenda includes workshops on telehealth optimization, patient portal engagement, and digital health equity—all areas critical to our upcoming technology rollout.
The cost breakdown is as follows: – Registration fee (early bird rate valid until July 15): $795 – Round-trip flight: $350 – Hotel accommodation (3 nights): $750 – Ground transportation and meals: $300 Total estimated cost: $2,195
Several key speakers at this conference have successfully implemented systems similar to what we are planning. Their insights would be valuable as we finalize our implementation strategy.
If approved, I will: 1. Focus on sessions most relevant to our digital transformation initiatives 2. Network with peers from similar-sized hospitals who have completed such projects 3. Prepare a detailed report and presentation for the leadership team 4. Share practical takeaways with the entire IT department
I have arranged coverage for my duties during these dates, and the timing does not conflict with any critical project milestones.
Thank you for considering this professional development opportunity.
Sincerely,
James Wilson
James Wilson
Health IT Systems Manager
City General Hospital
j.wilson@citygeneral.org
Extension: 5678
8. Request for Approval of Marketing Campaign
Subject: Request for Approval – Holiday Season Marketing Campaign
October 1, 2025
Ms. Olivia Green
Marketing Vice President
Retail Excellence Ltd.
765 Commerce Boulevard
Miami, FL 33130
Dear Ms. Green,
I am writing to request your approval for our proposed Holiday Season Marketing Campaign scheduled to run from November 15 to December 31, 2025.
Based on last year’s performance analysis and current market trends, we have designed a multi-channel campaign focused on driving both online and in-store traffic during the critical holiday shopping period. Our strategy emphasizes personalized shopping experiences and exclusive limited-time offers.
The campaign includes: – Social media contests and influencer partnerships – Email marketing sequence with personalized recommendations – Limited-time flash sales for loyalty program members – In-store events at our top 10 performing locations – Google and Facebook ad campaigns with dynamic retargeting
The total budget request is $250,000, allocated as follows: – Digital advertising: $120,000 – Influencer partnerships: $50,000 – In-store event materials: $30,000 – Creative production: $35,000 – Email marketing platform upgrades: $15,000
Based on previous campaign performance and sales forecasting, we project this investment to generate $1.75 million in attributable sales (7x ROI) and acquire approximately 15,000 new customers.
A detailed campaign brief, creative concepts, and performance metrics are attached for your review. We request your approval by October 10th to ensure adequate preparation time for the November launch.
Thank you for your consideration.
Best regards,
Carlos Rodriguez
Carlos Rodriguez
Senior Marketing Manager
Retail Excellence Ltd.
c.rodriguez@retailexcellence.com
Tel: (305) 555-8765
9. Request for Approval of Research Funding
Subject: Request for Approval – Research Funding for Climate Adaptation Study
May 20, 2025
Professor Thomas Wright
Head of Research Committee
University of Science and Technology
234 Academic Drive
Seattle, WA 98195
Dear Professor Wright,
I am writing to request approval for research funding for our proposed study titled “Urban Planning Strategies for Climate Adaptation in Coastal Cities.”
This two-year research project aims to develop practical urban planning guidelines that coastal cities can implement to mitigate flooding risks associated with rising sea levels. The study will combine climate modeling, architectural design, civil engineering, and community engagement to create holistic adaptation strategies.
We are requesting total funding of $175,000, allocated as follows: – Research staff (2 graduate assistants): $80,000 – Climate modeling software licenses: $25,000 – Field research and community surveys: $35,000 – Laboratory testing of materials: $20,000 – Publication and dissemination costs: $15,000
This research directly supports the university’s strategic focus on sustainability and climate resilience. We have secured partnership commitments from the City Planning Department and three architectural firms that will provide additional in-kind resources valued at approximately $50,000.
The completed research will result in: 1. A peer-reviewed publication in a high-impact journal 2. Practical guidelines for municipal planners 3. A public-facing web resource for community education 4. Training workshops for professional architects and planners
The detailed research proposal, including methodology, timeline, and expected outcomes, is attached for your review.
Thank you for considering this funding request. We would appreciate a decision by June 30th to align with the proposed project start date of September 1st.
Respectfully,
Dr. Sophia Lee
Dr. Sophia Lee
Associate Professor, Urban Planning
University of Science and Technology
s.lee@ustandtech.edu
Office: Building C, Room 305
Tel: (206) 555-2109
10. Request for Approval to Establish a New Department
Subject: Request for Approval – Establishment of Customer Success Department
November 12, 2025
Mr. Daniel Brown
Chief Executive Officer
Growth Software Solutions
543 Enterprise Way
Denver, CO 80202
Dear Mr. Brown,
I am writing to request your approval to establish a dedicated Customer Success Department within our organization.
As our customer base has grown by 65% over the past year, we have identified a critical need for a specialized team focused solely on driving product adoption, reducing churn, and maximizing customer lifetime value. Our current customer service team is overwhelmed with handling both technical support and success-related activities, resulting in a 12-point drop in our Net Promoter Score.
The proposed department would consist of: – 1 Customer Success Director (internal promotion) – 3 Customer Success Managers (1 internal transfer, 2 new hires) – 1 Customer Data Analyst (new hire)
First-year budget requirements: – Personnel costs: $425,000 – Customer success platform: $35,000 – Training and development: $20,000 – Miscellaneous expenses: $15,000 Total: $495,000
Based on industry benchmarks and our current churn rate, we project this investment will: – Reduce customer churn by 25% (saving $720,000 annually) – Increase expansion revenue by 15% ($550,000 annually) – Boost referral business by 20% (approximately 35 new customers)
The full proposal includes detailed job descriptions, organizational structure, implementation timeline, and ROI analysis. We request your approval by December 10th to begin implementation in January 2026.
Thank you for your consideration of this strategic initiative.
Sincerely,
Natalie Park
Natalie Park
Vice President of Operations
Growth Software Solutions
n.park@growthsoftware.com
Tel: (303) 555-6543
11. Request for Approval of Menu Changes
Subject: Request for Approval – Seasonal Menu Updates for Spring 2025
January 25, 2025
Chef Marco Rossi
Culinary Director
Seaside Restaurant Group
876 Ocean Boulevard
Santa Monica, CA 90401
Dear Chef Rossi,
I am writing to request your approval for the proposed seasonal menu changes at our flagship restaurant, scheduled to launch on March 15, 2025.
Following our team’s recipe development sessions and customer feedback analysis, we have created a spring menu that highlights seasonal produce while maintaining our signature cooking style. The menu refresh aims to boost average check size and attract new diners during the typically slower spring season.
Key highlights of the proposed menu include: – Five new appetizers featuring seasonal vegetables from our partner farms – Three new seafood entrees showcasing sustainable spring catch – Four updated pasta dishes with lighter, fresher flavor profiles – Two new signature desserts highlighting seasonal berries
The food cost percentage for the new menu items averages 28%, which aligns with our target range. We have confirmed supply chain availability for all key ingredients through our existing vendors.
Testing conducted in our test kitchen shows these dishes can be executed efficiently during peak service hours with our current kitchen staffing. Minor equipment additions totaling $1,200 would be needed to support the new menu items.
Full recipes, costing sheets, plating guides, and food photography are attached for your review. We request your approval by February 10th to allow adequate time for staff training and menu printing before the March launch.
Thank you for your consideration.
Respectfully,
Amanda Chen
Amanda Chen
Executive Chef
Seaside Restaurant Group – Flagship Location
a.chen@seasidegroup.com
Tel: (310) 555-3210
12. Request for Approval to Establish a Partnership
Subject: Request for Approval – Strategic Partnership with GreenTech Solutions
July 15, 2025
Ms. Rebecca Taylor
Board Chairperson
Clean Energy Advocates
654 Sustainability Road
Washington, DC 20001
Dear Ms. Taylor and Board Members,
I am writing to request your approval for establishing a strategic partnership between Clean Energy Advocates and GreenTech Solutions.
After six months of preliminary discussions and due diligence, we believe this partnership presents a unique opportunity to advance our mission of promoting clean energy adoption while expanding our organizational capabilities.
The proposed partnership would include: – Joint development of a community solar program for low-income neighborhoods – Shared research initiatives on energy storage technologies – Cross-promotional activities reaching both organizations’ supporter bases – Collaborative grant applications for federal clean energy projects
GreenTech Solutions brings complementary strengths to this partnership through their technical expertise, manufacturing capabilities, and corporate networks. Their values and mission statement closely align with ours, as evidenced during our multiple stakeholder meetings.
The partnership requires no upfront financial investment but would involve dedicating approximately 25% of our research team’s time to joint projects over the next 12 months. All intellectual property developed would be jointly owned.
Expected benefits include: – Access to proprietary technology valued at approximately $500,000 – Expanded reach to corporate sustainability departments through GreenTech’s client network – Increased credibility with technical stakeholders – Potential for significant grant funding for collaborative projects
The detailed partnership agreement draft, due diligence report, and strategic alignment analysis are attached for your review.
We request the Board’s approval at the next meeting on August 5th.
Thank you for your consideration.
Sincerely,
Jonathan Miller
Jonathan Miller
Executive Director
Clean Energy Advocates
j.miller@cleanenergyadvocates.org
Tel: (202) 555-7890
13. Request for Approval to Implement New Software
Subject: Request for Approval – Implementation of Enterprise Resource Planning System
April 22, 2025
Ms. Sophia Williams
Chief Technology Officer
Manufacturing Excellence Inc.
987 Industrial Parkway
Detroit, MI 48201
Dear Ms. Williams,
I am writing to request your approval to implement the CloudERP system as our new enterprise resource planning solution.
Following an extensive six-month evaluation process involving stakeholders from Finance, Operations, HR, and Supply Chain departments, we have determined that CloudERP best meets our organizational requirements and offers the strongest ROI among the five systems evaluated.
Key advantages of CloudERP include: – Seamless integration with our existing production management system – Advanced analytics and reporting capabilities that address our audit compliance gaps – Scalable architecture to support our projected 30% growth over three years – Mobile accessibility for our field teams – Robust vendor and customer portal functionalities
The total investment for this implementation includes: – Software licensing (3-year contract): $450,000 – Implementation services and customization: $275,000 – Data migration: $85,000 – Staff training: $65,000 – Post-implementation support (year 1): $60,000 Total: $935,000
Based on efficiency gains, error reduction, and improved inventory management, we project annual savings of approximately $420,000, resulting in a 27-month return on investment. Additionally, the system would address 14 compliance issues identified in our recent audit.
The detailed implementation plan, vendor selection report, and ROI analysis are attached for your review. We request your approval by May 15th to maintain our target go-live date of October 1st.
Thank you for your consideration of this strategic initiative.
Respectfully,
Kevin Zhang
Kevin Zhang
IT Director
Manufacturing Excellence Inc.
k.zhang@manufacturingexcellence.com
Tel: (313) 555-0987
14. Request for Approval of Company Policy Exception
Subject: Request for Policy Exception Approval – Remote Work from International Location
August 3, 2025
Ms. Hannah Rodriguez
Human Resources Director
Digital Solutions Group
321 Technology Avenue
Raleigh, NC 27601
Dear Ms. Rodriguez,
I am writing to request an exception to our remote work policy for one of our senior developers, Taylor Martinez.
Taylor has requested permission to work remotely from Spain for three months (October through December 2025) to care for a family member who is undergoing medical treatment. While our current policy limits remote work to domestic locations, I believe there are compelling reasons to grant this exception:
1. Taylor is a high-performing team member with consistently exceptional performance reviews 2. The project Taylor leads is currently ahead of schedule and well-documented 3. The time zone difference (6 hours) would still allow for 3 hours of overlap with our core team hours 4. Taylor has committed to maintaining standard productivity metrics and being available for critical meetings despite the time difference
To ensure business continuity, Taylor has: – Prepared comprehensive documentation for all current projects – Created a detailed communication plan with the development team – Arranged for secure network access that complies with our security protocols – Confirmed consistent internet connectivity at the remote location
Our legal team has reviewed this request and confirmed there are no regulatory issues with this temporary arrangement, as Taylor would remain a US employee paying US taxes.
This exception would support our values as a compassionate employer while allowing us to retain a valuable team member during a personal hardship.
Thank you for considering this request. We would appreciate a decision by August 20th to allow Taylor adequate time to make necessary arrangements.
Sincerely,
Alex Johnson
Alex Johnson
Development Team Lead
Digital Solutions Group
a.johnson@digitalsolutionsgroup.com
Tel: (919) 555-8765
15. Request for Approval of Building Renovation
Subject: Request for Approval – Office Lobby Renovation Project
February 8, 2025
Mr. Gregory Thompson
Facilities Management Director
Highland Corporate Center
456 Business Park Drive
Atlanta, GA 30308
Dear Mr. Thompson,
On behalf of the Building Committee, I am writing to request your approval for the proposed renovation of the main lobby in Building A.
The current lobby has not been updated in 15 years and no longer reflects the professional image our tenants expect. Multiple tenant surveys have highlighted the outdated appearance as a concern, and two prospective tenants specifically mentioned the lobby condition in their decision not to lease space in our building.
The proposed renovation includes: – Modern reception desk with integrated technology – Updated lighting with energy-efficient fixtures – New flooring and wall treatments – Digital directory and visitor management system – Redesigned seating areas with power outlets – Improved ADA accessibility features
We have obtained competitive bids from three approved contractors, with Johnson Construction providing the most comprehensive proposal at $185,000. Their bid includes all materials, labor, permits, and a two-year warranty on all work. The project timeline is estimated at 6 weeks, with work conducted mainly during evenings and weekends to minimize disruption.
The renovation cost would be covered by the building improvement fund, which currently has a balance of $250,000. Based on comparable properties, we project this investment will support a 3-5% increase in lease rates for new and renewing tenants.
Detailed design plans, contractor bids, and the project timeline are attached for your review. We request your approval by March 1st to secure contractor availability for an April start date.
Thank you for your consideration of this improvement project.
Sincerely,
Samantha Lewis
Samantha Lewis
Building Committee Chairperson
Highland Corporate Center
s.lewis@highlandcorp.com
Tel: (404) 555-3456
Wrap-up: Sample Request Approval Letters
Writing effective request approval letters requires clarity, persuasiveness, and proper structure. Each of the fifteen sample letters above follows a proven format that clearly states what you need, why you need it, and how it benefits everyone involved.
The key to success is making your request easy to understand and approve. Focus on presenting concrete facts, addressing potential concerns, and highlighting the positive outcomes that will result from approval.
Use these templates as starting points and customize them to your specific situation. A well-crafted letter significantly increases your chances of getting that important “yes” from decision-makers.