Before taking certain decisions, it’s customary to seek approval from the boss. A request for approval from the boss is an email asking for green light from your boss and it could be sent for a myriad of reasons.
Irrespective of the post you hold in your company, you answer to someone; well, that’s with the exemption that you own the company. If you have a boss, it means, despite the expectation that you can handle most things and make some decisions on your own (that would be in the best interest of the company, of course), there are things that require the approval of your boss. These could range from personal things (for instance, sick leave or a raise) to official things like budget, a project, a new office, etc.
Before writing to seek approval, you must have it in mind that the company and its interest(s) come(s) first. Knowing this, whatever it is that you seek your boss’ approval must be one that affects the company positively. If it does not directly achieve this, you must make a good case of how it will, if not directly, inadvertently be a plus to the company (or at least, the good image of the company).
This email is also important as it leaves a trail. So, in the event that anybody questions who gave you permission to take an action, you can simply provide the email trail as proof.
How to Write Approval Email
Writing an approval email is one thing, writing an approval email that gets you your ask is another ball game entirely, this is especially true if your boss or superior needs to be convinced as to why you need the approval.
In this section of this article, we will explain everything you need to know to write the best approval emails:
Use Your Default Channel
While this article talks about writing emails, the best way to go about seeking approval from your boss is by using your default mode of communication. If you use messaging apps, use them.
However, there’s a downside to this. Unlike emailing, most of these apps do not have permanent storage. So, if you’re seeking approval for high stake issues, you should always send an approval request email.
Address the Right Recipient
If you work in a large organization, deciding who the right person is is an important task. This is because the chain of command goes all the way up. As a result, you may be tempted to skip your immediate boss and email the overall head, but this is not advisable in a professional setting.
It’s best to email your immediate manager and ask them for guidance on how to proceed. You may be required to send an email and CC/BCC all the involved parties, but ensure you reach out to your manager first before anything.
State What You Need
This is the most important part of your request for approval email. Since you’re familiar with your boss, there’s no need to include an introduction, simply go straight to the ask. Do not make the mistake of introducing yourself as your boss already knows who you are.
If you’ve discussed this request before, ensure to mention this as it will help your boss make a decision faster.
Include Additional Information
This section should be reserved if you have to convince your boss for approval. If your email is something your boss expects and for one reason or another is obligated to oblige, you do not need this section.
If however, you have to convince them, you should state your points clearly in this section of your email.
In this section, include everything relevant to the request, such as, are there options, have you spoken to other members of your team, and does the company stand to lose or gain anything? Including all of this information helps you build a stronger case.
Conclude Your Email
Your email should end with you reiterating your points and its urgency. State your points clearly without going into too much detail and thank your boss for their time.
The following are examples of emails requesting for the approval of the boss:
Examples 1: Email Requesting For The Approval Of The Boss
Dear Ma, Sequel to the WHITE WEDDING project you assigned me, I have written a proposal on it. I need you to approve the disbursement of the funds needed to carry it out. I emailed the proposal to you a week ago and you have made the necessary corrections. Also, you have green-lit the commencement of the project. The event will hold a month from now and some fund is needed to make a reservation for the proposed venue for the event. The management of the event center requires booking and an advance payment, at least two weeks, before the proposed date. The approval of the disbursement of the fund will facilitate the swift and early execution of this project, which is the edge we have over our rivals. I await your positive response. Yours faithfully, Tina Green Event Producer
Example 2: Email Task Approval
Dear Mrs. Scott, I write requesting your approval of a two-hour extra class for pupils in Primary 5B. Judging from the results I got from the series of tests I gave the pupils in my newly assigned class, I am of the opinion that an extra class, after normal school hours, every day, is needed to increase the class academic performance. I know this may not be convenient for the pupils, their parents and/or guardians and the school, but it is in the interest of us all to have these additional hours, as the average performance of the class, in line with the reviewed educational standard, is not worthy of positive appraisal. I urge you to consider and approve this in earnest so that their performance would have turned a better leaf in time for the promotional examinations. Thank you. Yours sincerely, Eric Stone Class Teacher (Primary 5B)
Example 3: Request for Approval Sample
Dear Ms. Wachowski, After careful consideration, I write requesting a one-week sick leave. I have been under the weather for a couple of weeks, but I have been managing my health to make sure I come to work and reach the set targets for the month. I was at the hospital last weekend and I was advised to take a break from work as I will most likely be admitted to the hospital. The doctor assured me that whatever I have is not contagious, so I have not put my colleagues at risk, but close medical observation will be necessary. I have spoken with Mr. Jude Hamsburg and he has agreed to help me with my duties during the period I will be absent from work. I intend commencing the leave tomorrow as further delay may lead to the further detriment of my health. Thank you in anticipation of a positive response. Yours sincerely, Mr. Luke Lin
Example 4: Approval Email Sample
Dear Sir, In response to your demand for an increase in monthly production, I request your approval for an increase in the working force of my unit. You revealed your dissatisfaction with the performance of my unit at the last quarterly meeting. In a bid to find the cause for the less-than-optimum output, an internal assessment was carried out and the report showed that despite the increase in working hours of the staff, all things being equal, a better result is not feasible. To this end, I strongly recommend and request your approval of the recruitment of two factory workers. This will improve our monthly turnover. I await your response. Derrick Fitzgerald Production Manager
Example 5: Request for Approval Letter
Dear Ma, In line with the latest instructions you gave that everything that is to be procured for use in the clinic should be run by you and not the Store Manager, I write requesting your approval of a carton of anti-rabies vaccine (ARV). The last but one pack of ARV was opened this morning and is expected to have been exhausted before the week runs out. Records have shown that the clinic will be in need of more vials of ARV as most of our clients will be coming in for the next two weeks to get their dogs vaccinated. Ma, it is also worthy to bring your attention to the fact that it will take pharmaceutical company three days to have the vaccine delivered. Thank you in anticipation of a quick approval. Yours faithfully, Dr. Jonathan Payne
Example 6: Timesheet Approval Email
Hi John, Kindly find attached my completed timesheet for 1 June, 2023 to 1 July, 2023. I've done my due diligece to ensure everything is accurate. Please confirm receipt of this email and inform me when my hours have been confimred. Thank you for your time. Please do not hesistate to reach out to me if you have any concerns. Kind regards, Jim Frank
In conclusion, it is worthy of note that sending an email requesting the approval of your boss does not mean the approval will be granted; and if it would, it may not be immediate. Hence, it is important to send a reminder to your boss, as he or she may have other pressing matters to address.
Also, do not forget that the title of your email should be written as the subject. This is very important. Furthermore, any document that will validate the reason you seek the approval and help convince your boss should be added as attachments to the email.