20 "Seeking Your Approval" Email Samples

Sending approval requests through email requires careful thought and the right words. Professionals send approval requests to their bosses, clients, and teammates daily. Each request must be written properly to get a positive response.

Many people find writing these emails challenging. Should the tone be formal or casual? How much detail works best? What’s the most effective way to ask without seeming pushy? The samples below show you exactly how to write approval requests that bring results.

“Seeking Your Approval” Email Samples

These 20 ready-to-use email templates help you ask for approval clearly and professionally.

1. Project Proposal Approval Request

Subject: Project Proposal: Social Media Campaign Plan – Approval Needed

Dear Mr. Thompson,

The marketing team has finished the Q3 social media campaign proposal you asked for last week. We focused on increasing brand awareness through targeted content on Instagram and LinkedIn.

The proposal includes:

Detailed content calendar
Budget breakdown

Expected ROI projections
Timeline for implementation

Could you please review and approve this proposal by Friday? This will let us start the campaign on schedule next month.

The full proposal is attached for your review.

Thank you for your time.

Best regards, Sarah Chen

2. Budget Increase Request

Subject: Budget Adjustment Request for Team Training Program

Dear Ms. Rodriguez,

We need additional funding for our customer service team training program. Recent staff surveys show gaps in handling complex customer issues that this training would address.

The current budget is $5,000, but we need $7,500 to:

Add advanced conflict resolution modules
Include hands-on practice sessions

Provide training materials for 15 new team members

Would you please review and approve this budget increase? Early approval would help us book the training sessions at better rates.

Supporting documents are attached.

Thanks for considering this request.

Best wishes, Michael Kent

3. New Software Purchase Request

Subject: Approval Needed: Project Management Software Purchase

Dear Mr. Lee,

Our team needs new project management software to handle our growing client base. After testing several options, we recommend purchasing Taskflow Pro.

Key benefits:

Saves 5 hours per week on task management
Improves client communication
Costs $200 less annually than our current solution

Includes free staff training

Please review and approve this purchase request. We’d like to start the transition next week to minimize workflow disruption.

Detailed comparison sheet attached.

Looking forward to your response.

Kind regards, Rachel Adams

4. Marketing Content Approval

Subject: Review Request: Q4 Newsletter Draft

Dear Ms. Wilson,

The Q4 newsletter draft is ready for your review. This edition focuses on our recent client success stories and upcoming service launches.

Key sections include:

Client spotlight featuring ABC Corp
New service announcements
Team achievements

Holiday schedule updates

Please review and approve by Tuesday so we can send it to our mailing list this Thursday.

Draft is attached as a PDF.

Thank you for your time.

Regards, David Park

5. Time Off Request

Subject: Vacation Request: August 15-26

Dear Mr. Garcia,

Please approve my vacation request for August 15-26. This timing works well with our project schedule, as we’ll complete the main deliverables by August 12.

During my absence:

Tom will handle client communications
Sarah will manage team assignments
All pending tasks will be completed before I leave

I’ll be available by phone for emergencies

Please let me know if you approve these dates or if we need to adjust the schedule.

Thank you for considering this request.

Best regards, Lisa Chen

6. Design Changes Approval

Subject: Client Website Redesign – Final Approval Needed

Dear Ms. Brown,

The design team has made all requested changes to the client’s website redesign. We need your final approval before starting development.

Updates include:

New color scheme as requested

Simplified navigation menu
Mobile-responsive layouts
Updated content sections

Please review and approve by Wednesday to stay on schedule for the month-end launch.

Updated designs are attached.

Thank you, Alex Turner

7. Contract Amendment Request

Subject: Client Contract Amendment – Review Required

Dear Mr. Peterson,

The client has requested changes to their service contract. Legal has reviewed these changes and found them acceptable.

Key amendments:

Extended payment terms (30 to 45 days)
Added quarterly review meetings

Updated service level agreements
Revised cancellation clause

Please review and approve these changes so we can send the updated contract to the client.

Marked-up contract attached for reference.

Best regards, Maria Santos

8. Event Planning Approval

Subject: Company Picnic Plans – Approval Needed

Dear Ms. Taylor,

The staff engagement committee has finished planning the annual company picnic. We need your approval for the budget and activities.

Plan highlights:

Date: September 10
Venue: Riverside Park
Activities for 150 people

Total budget: $3,500

Please review and approve by Friday so we can start making reservations.

Detailed plan attached.

Thanks in advance, James Wilson

9. Equipment Purchase Request

Subject: Approval for New Office Equipment

Dear Mr. Chang,

Our team needs updated video conferencing equipment for the main meeting room. The current system often fails during client calls.

Purchase details:

HD camera system

Professional microphone set
Installation service
Total cost: $1,200

Please approve this purchase request. Fast approval will help us fix these issues quickly.

Quote attached for review.

Thank you, Emma Roberts

10. Hiring Request

Subject: New Position Approval Request – Junior Developer

Dear Ms. Martinez,

The development team needs another junior developer to handle our increased workload. This hire would help prevent project delays.

Position details:

Entry-level role
Salary range: $45-55k

Immediate start preferred
Budget already allocated

Please approve this request so HR can start recruiting.

Job description attached.

Best regards, Kevin Johnson

11. Process Change Approval

Subject: New Quality Control Process – Approval Required

Dear Mr. Anderson,

The production team proposes a new quality control process to reduce errors. This system would save time and improve accuracy.

Changes include:

Digital checklist system
Automated tracking
Real-time reporting

Staff training plan

Please review and approve these changes. We’d like to start staff training next month.

Process documentation attached.

Thank you, Susan Lee

12. Client Proposal Approval

Subject: Review Request: ABC Corp Service Proposal

Dear Ms. Wright,

The sales team has prepared a service proposal for ABC Corp based on last week’s meeting. We need your approval before sending it to the client.

Proposal includes:

Custom service package

Competitive pricing structure
Implementation timeline
Support agreement

Please review and approve by Thursday to meet the client’s deadline.

Full proposal attached.

Kind regards, Peter Kim

13. Team Building Budget Request

Subject: Team Building Workshop – Budget Approval Needed

Dear Mr. Collins,

The HR team wants to organize a team building workshop next month. This event would help improve collaboration between departments.

Program details:

Full-day workshop
Professional facilitator

Venue and catering
Total cost: $2,500

Please approve this budget request so we can secure the venue.

Workshop agenda attached.

Best wishes, Nina Patel

14. Client Discount Approval

Subject: Special Discount Approval – XYZ Industries

Dear Ms. Baker,

XYZ Industries has requested a 15% discount on their bulk order. This discount would secure a long-term contract.

Order details:

Annual contract value: $50,000
Proposed discount: 15%
Net revenue increase: 25%

Strategic partnership opportunity

Please review and approve this discount. The client needs our response by Friday.

Contract details attached.

Thank you, Robert Chen

15. Research Project Approval

Subject: Market Research Project – Approval Request

Dear Mr. Foster,

The marketing team needs approval for a customer behavior research project. This research would guide our Q4 strategy.

Project scope:

Online customer survey
Focus group sessions
Data analysis
Budget: $4,000

Please approve this project so we can start data collection next week.

Research plan attached.

Best regards, Laura Thompson

16. Overtime Request

Subject: Overtime Approval for Project Completion

Dear Ms. Hughes,

The development team needs overtime approval to complete the client project by the deadline. Recent technical issues caused delays.

Overtime details:

5 team members
10 hours each
This weekend only
Within project budget

Please approve this request today so we can plan the weekend schedule.

Team schedule attached.

Thanks, Daniel Kim

17. Training Program Approval

Subject: Sales Training Program – Approval Needed

Dear Mr. Rivera,

The sales department requests approval for an advanced negotiation skills training program. This would help us close more high-value deals.

Program details:

Two-day workshop
Expert trainer
Practice sessions
Cost: $3,000

Please review and approve this request. Early booking gives us a 10% discount.

Training outline attached.

Best regards, Sarah Williams

18. Policy Change Approval

Subject: Updated Remote Work Policy – Approval Required

Dear Ms. Clark,

HR has updated the remote work policy based on staff feedback. These changes would improve work-life balance while maintaining productivity.

Key updates:

Flexible start times
Core hours definition
Communication guidelines
Performance metrics

Please review and approve these changes so we can announce them next week.

Updated policy attached.

Thank you, Mark Johnson

19. Conference Attendance Request

Subject: Industry Conference Approval Request

Dear Mr. Phillips,

Please approve my attendance at the Digital Marketing Summit in Boston next month. This conference offers valuable learning opportunities.

Details:

Date: October 15-17
Location: Boston
Cost: $1,800
Key learning sessions

Quick approval would help secure early-bird pricing.

Conference agenda attached.

Best wishes, Jennifer Lee

20. Website Update Approval

Subject: Website Content Updates – Final Approval Needed

Dear Ms. Turner,

The content team has completed updates to our website copy. These changes reflect our new service offerings.