How to Write an Approval Request for a Purchase in an Email

Requesting approval for a purchase via email is a crucial step in financial management and organizational efficiency. Whether you are dealing with official quotes or unofficial estimates, it is essential to follow a structured approach to ensure that your request is clear, professional, and comprehensive.

Key Elements of an Approval Request Email

When writing an approval request for a purchase in an email, follow these key elements to ensure a smooth and efficient process:

Subject Line

Use a clear and concise subject line: The subject line should immediately communicate the purpose of the email. For example, 'Approval Request: New Product X for Project Y'.

Purpose of the Request

Clearly state the purpose: Start your email by explaining what product or service is being requested and the quantity needed. Include the total cost to give a clear picture of the financial implications.

Justification

Explain the necessity: Provide detailed information on why the purchase is necessary. Highlight how the product or service aligns with organizational goals and will benefit the company or team. If applicable, include data and metrics to strengthen your argument.

Budget

Specify the budget: Mention which budget the purchase will come from and confirm whether there are available funds. If the cost exceeds the budget, provide an explanation on how additional funds will be obtained.

Timeline

Include any time-sensitive factors: If there are any deadlines or time-sensitive factors related to the purchase, mention them to ensure prompt action.

Request for Approval

Promptly request approval: Politely ask the recipient for their approval. Specify where they should respond with their decision. For example, 'I kindly request your approval to proceed with the purchase. Please let me know your decision by [specific date].'

Supporting Documentation

Include relevant documentation: Attach any necessary quotes, specifications, or other supporting documents to provide a comprehensive view of the request.

Examples in Practice

In a construction setting, you might receive unofficial quotes via phone calls, texts, or generic emails. Once you decide to move forward, you can respond with a simple yet informative email. Here is an example:

Good Morning Paul,
I would like to proceed with the project based on the verbal quote given on December 30th via phone call. The quote was for 3 frameless shower doors with standard hardware to be installed at the [redacted address] project for a total of $3,750. Please confirm the lead time on this product.

For employees within your organization who need to obtain pricing, it is important to have a clear and concise email structure. If an employee receives a time-sensitive quote, they should include the total price, items to be purchased, the specific vendor, and payment terms. Here is an example email:

Adam,
Vendor ABC purchase for Qty 3 shower doors totalling $3,750.00 approved.
Please confirm lead time/delivery date.
Get with Accounting to ensure vendor is paid per terms.

In cases where the employee pays for the item personally or using a company credit card, be sure to remind them to record the expense on their monthly expense report.

Conclusion

Following these guidelines will help you write an effective purchase approval request email that ensures a thorough, clear, and professional communication. This approach will facilitate faster decision-making and smoother purchasing processes within your organization.