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Request for approval: accepted.
They’re the four words everyone wants to hear. It’s a satisfying milestone. It means that the work you’ve put so much time into is complete and the people you’ve made it for like it too. Congratulations!
When your request for approval finally gets accepted, it takes the weight of a task off your shoulders, and it opens up you and your team to move on to the next phases of a project. For a lot of us, the dopamine rush of getting something approved is what it’s all for.
However, to get your stuff approved, you should have a streamlined process that makes it consistent and easy across your projects. How? Well, that’s where a request for approval comes in.
A request for approval is a formal method of getting the green light before moving forward with a particular action, project, or creative asset.
In the context of creative work, it’s the process where you submit something—like a design, piece of copy, or campaign concept—to a decision-maker or stakeholder to review and approve.
A request for approval is usually sent to fellow team members, department higher-ups, project or account managers, or the clients you’re working with. Requests for approval aren’t exactly the same as proofs; those are usually reserved for creative assets. A request for approval can be used for anything, including budgets, time off requests, etc.
In this blog, we’ll give you the best practices for writing your own request for approval. You can even copy and paste our request for approval template into your email to send it in no time. Without further ado, here’s how to write a request for approval.
Although writing an email or letter is possibly the most inefficient way to get approval, there’s still a right way to do it to keep clarity and professionalism pristine.
To help, here’s our step-by-step process for writing an effective request for approval:
Your subject line is the first thing the recipient sees. Make it concise and direct. State what you’re requesting approval for to ensure the reader knows the purpose of your email immediately.
Example: “Request for Approval: Final Design Mockups for Website Redesign”
Start your email or letter with a professional but friendly greeting. Address the recipient by their name, and if you're writing to a group, use something more general like “Team” or “All.”
Example: “Hi [Name],” or “Dear [Team],”
In the first sentence or two, make it clear that you are seeking approval and what you are seeking approval for. Don’t make the reader do detective work to figure out why you’re writing. Be concise and specific.
Example: “I’m writing to request your approval on the final design mockups for the website redesign project.”
After your initial request, give some context. Explain what you’re submitting for approval, why it matters, and any relevant background information. Keep it brief but make sure the recipient has enough details to make an informed decision. If you’re including attachments or links, mention that here.
Example: “These mockups reflect the feedback received from the last review session. They incorporate the requested changes to the homepage layout and updated branding guidelines. You’ll find the mockups attached for your review.”
Be specific about what exactly you need approval for. Is it a design, a decision, a budget increase, or something else? Outline the key elements or sections that require sign-off, and if multiple items are being reviewed, list them clearly to avoid confusion.
Example:
“Please review and confirm approval for the following:
Give the recipient a timeline for when you need the approval by. This helps avoid delays and sets clear expectations for when you’ll need feedback or sign-off. Make sure to be reasonable and allow enough time for them to review the materials.
Example: “If possible, I’d appreciate receiving your approval or any feedback by [date], so we can stay on track with the project timeline.”
Always offer assistance in case the recipient has questions or needs additional information before making a decision. This keeps the lines of communication open and demonstrates that you’re willing to collaborate creatively.
Example: “Please don’t hesitate to reach out if you have any questions or need further clarification on any of the items in the mockups.”
End your email with a polite call to action that reaffirms your request for approval. Keep it brief and professional, but ensure you’re clear about what you need.
Example: “I look forward to your approval so we can proceed with the next steps. Thank you in advance for your time and input.”
Finally, wrap up your email with a professional sign-off, followed by your name and any relevant contact information.
Example: “Best regards,” or “Thank you,”
Based on the examples we gave above, here’s an approval letter template (or email template, if you’re still using that sort of thing) that you can copy and paste to make sure your requests for approval are consistent.
SUBJECT LINE:
Request for Approval: [DELIVERABLE YOU’RE REQUESTING APPROVAL FOR]
BODY:
Hi [Name],
Hope everything is well. The team has been diligently working on the [INSERT NAME OF PROJECT] and we think it’s in a great place. I’m writing to request your approval on the [INSERT NAME OF DELIVERABLE] so we can move into the next phase.
These [TYPE OF DELIVERABLE] reflect our research and the agreed-upon direction. Please review and confirm approval for the following:
If possible, I’d appreciate receiving your approval or any feedback by [DATE], so we can stay on track with the project timeline.
Please don’t hesitate to reach out if you have any questions or need further clarification on any of the items in the mockups. I look forward to your approval so we can proceed with the next steps. Thank you in advance for your time and input.
Thanks,
[INSERT NAME]
Follow these best practices to keep your approval requests clear, professional, and effective:
Yes, we said this in the last section as well, but we can’t stress it enough. One of the most important rules when requesting approval is using specificity and clarity to your advantage. Vague or unclear requests lead to delays, confusion, and back-and-forth communication. State exactly what you need approval for and outline any specific items or decisions that require attention.
Example: Instead of saying, “Please approve the design,” say, “Please approve the homepage layout, color scheme, and logo placement.”
Before asking for approval, provide context so the decision-maker understands the full picture. Summarize relevant background information, what has been done so far, and how the approval fits into the overall project. This helps avoid confusion and ensures that the reviewer knows what they’re approving.
Tip: If the request is part of a larger project, briefly remind them of previous feedback or earlier stages of the project that led to this point.
While it’s important to provide enough information, it’s equally important to avoid overloading your request with unnecessary details. Be concise and focus on the essentials. Stakeholders are busy, and a well-structured, straightforward request is more likely to get a timely response.
Tip: Use bullet points to break down multiple items for approval and avoid lengthy paragraphs.
Maintain a professional tone throughout your request, even if you have a close working relationship with the recipient. Keep the communication polite, respectful, and focused on the task at hand. Avoid using overly casual language or making the request sound too informal.
Example: “I’d appreciate your prompt approval of the attached document” is more appropriate than “Hey, can you give this a quick look?”
Always provide a reasonable deadline for when you need the approval. This encourages the recipient to prioritize your request without rushing them and it sets professional boundaries between you and the reviewer. However, make sure the timeline is realistic—giving someone 24 hours to approve a detailed report might be unreasonable, while a week might be more appropriate.
Tip: Phrase the deadline politely, like “Please provide your feedback or approval by [DATE] to keep the project on schedule.”
Anticipate that the person reviewing your request may have questions or need more information. Always include a line offering to answer any questions or clarify anything that may be unclear. This opens the door for communication and can help speed up the approval process.
Tip: Include your contact information or mention you’re available for a follow-up call if needed.
If you don’t receive a response by the deadline, it’s appropriate to send a polite follow-up. People get busy, and sometimes emails or requests slip through the cracks. A gentle reminder is often all it takes to get things moving again.
If you need to, copy and paste our follow-up email after no response template.
Example: “I just wanted to follow up on my approval request from [DATE]. Please let me know if you need any further information.”
For creative requests or projects that involve visual elements, consider including visual aids like mockups, screenshots, or prototypes. This can make it easier for the decision-maker to review your request and understand exactly what they’re approving, and research shows that visuals help stakeholders better understand complex information.
Tip: Use clear labels on visuals, such as “Option A” or “Final Design,” to avoid confusion.
If you’re managing multiple approval requests, it’s important to keep track of each one. Using a project management tool like Trello, Asana, or a simple spreadsheet can help you monitor which requests are pending, approved, or need follow-up. This is especially helpful when dealing with larger teams or multiple stakeholders.
Tip: Mark the status of each request to keep everything organized (e.g., “pending,” “awaiting feedback,” “approved”).
Once you’ve got approval, be sure to thank the recipient for their time and attention.
Example: “Thank you for your prompt approval! I appreciate your help in keeping the project on track.”
We all know that approval often comes with additional feedback or revision requests. Be prepared for this possibility, and approach it with a flexible attitude. If you anticipate areas where feedback might arise, mention it early in your request.
Example: “I understand there may be additional tweaks required, and I’m happy to make adjustments as needed.”
More than likely, you’re going to get feedback on your deliverables; it won’t be approved right away. And if all your feedback is an email, it leaves you vulnerable to starting a never-ending feedback loop with your internal stakeholders or clients.
To prevent your team from entering that loop, you need feedback management software that puts all feedback in one place (on top of your deliverables) and makes requests for approval easy. That solution is Punchlist.
Punchlist takes all the feedback you would get from a request for approval, consolidates it, and makes it accessible for your entire team—exactly where it’s supposed to be on the deliverable you sent for approval. No more needless back and forth or RE: Request for approval. You just:
One place for every request for approval.
To get started with Punchlist and to end your request for approval nightmare, sign up for a 30-day trial, 100% free. We want to see you knock out those requests for approval with ease!
