5 Great Approval Email Templates To Copy & Paste

Need to get a project, design, or request approved? A clear and direct email is the fastest way to get that "yes."

Using a template streamlines the process, ensuring you provide all the necessary information without starting from scratch. Here are five essential approval email templates to make your own.

Tips for Writing Approval Emails

• Lead with the ask. Your subject line and first sentence should clearly state your purpose. Use phrases like "Approval needed for [Project Name]" to cut through the inbox noise.
• Provide all the context. Make it easy for them to say yes. Link to all relevant documents, mockups, or briefs, and add a short summary of what they’re reviewing. The less they have to hunt for, the faster you’ll get a response.
• Define what approval looks like. Don't be vague. Tell them exactly what you need them to do. Is it a simple "approved" in a reply? A comment in a design file? A formal sign-off? Spell it out.
• Set a clear deadline. Gently create a sense of urgency by including a specific date. This helps your approver prioritize and keeps your project on track. A simple, "Please provide your approval by EOD Friday" is perfect.
• Keep it scannable. Use short paragraphs and bullet points to break up the text. Bold key information, like the deadline or the specific action required. A clean, organized email is one that gets read and acted on quickly.

Types of Approval Email Templates We Will Cover

1. Leave Request Approval Email Template
2. Budget Approval Email Template
3. Project Proposal Approval Email Template
4. Expense Report Approval Email Template
5. Access Request Approval Email Template

5 Approval Email Templates

1) Leave Request Approval Email Template

<template>

Subject: Your Leave Request for [Start Date] - [End Date] is Approved

Hi [Employee Name],

This email is to confirm that your request for leave from [Start Date] to [End Date] has been approved.

Please make sure your responsibilities are covered during your absence and set up your out-of-office email responder. Your time off has been noted on the team calendar.

Enjoy your time away from work.

All the best,

[Your Name]

[Your Position]

</template>

2) Budget Approval Email Template

<template>

Subject: Budget for [Project Name/Department/Quarter] Approved

Hi [Team Member Name],

Good news! The budget proposal for [Project Name or Department] has been reviewed and approved.

A total of [Approved Amount] has been allocated for the period of [Start Date] to [End Date]. You can find the detailed breakdown and any notes in the final budget document here: [Link to Budget Document].

Please proceed with the planned expenditures as outlined. Let us know if you have any questions about accessing the funds or our expense reporting process.

Best,

[Your Name]

[Your Position]

</template>

3) Project Proposal Approval Email Template

<template>

Subject: Project Proposal Approved: [Project Name]

Hi [Team Member Name],

Great news—your proposal for the [Project Name] project has been approved. We're excited to see this initiative move forward.

The project is officially greenlit to begin on [Start Date]. You can find the signed-off proposal and any final notes here: [Link to Approved Proposal]. Please review the document to ensure everything aligns with your plan.

Your next step is to [Specific Next Step, e.g., schedule a kickoff meeting, assemble the project team]. Let's get this on the calendar.

We're looking forward to seeing this project come to life.

Best,

[Your Name]

[Your Position]

</template>

4) Expense Report Approval Email Template

<template>

Subject: Your Expense Report for [Date Range or Trip Name] Has Been Approved

Hi [Employee Name],

This is to confirm that your expense report for [Date Range or Trip Name] has been reviewed and approved.

A reimbursement of [Approved Amount] will be processed and should be reflected in your next paycheck or deposited within [Number of Business Days] business days.

If you have any questions, please let us know.

Best,

[Your Name]

[Your Position]

</template>

5) Access Request Approval Email Template

<template>

Subject: Access Approved for [System/Tool/File Name]

Hi [User Name],

This email confirms that your request for access to [System/Tool/File Name] has been approved.

You have been granted [e.g., Editor, Viewer] permissions. You can access it directly here: [Link to System/Tool/File].

Please let us know if you have any questions about your new permissions.

Best,

[Your Name]

[Your Position]

</template>

What About Using Flodesk?

While these templates are perfect for streamlining your internal approval process, Flodesk provides the tools to manage your external email marketing. We offer intuitive email marketing tools designed for small businesses, helping you grow and monetize your email list without needing any coding or design expertise. Our platform is built to help you create, send, and automate emails that connect with your audience and support your business goals.

With our email builder, powerful automations, and well-designed forms, you have everything required for effective email marketing. We've focused on removing the complexity so both beginners and experienced users can send emails that look great and convert. Trusted by over 100,000 businesses, Flodesk gives you a simple, direct way to handle your email marketing.

Wrapping Up

These templates bring efficiency to your internal approval process. When you're ready to manage your external email marketing with the same clarity, Flodesk provides the tools you need.

Our platform helps you design and send emails that connect with your audience. Sign up to begin building your email marketing.