Guidelines : Requesting
- State up front what approval you’re requesting. (In a memo, use the subject line to indicate that you are requesting approval.) If you don’t point out that you need approval, the reader may assume your message is only a progress report and delay reading it.
- Make clear the exact item or action for which you want approval. If you’re not specific, the reader may simply rehash your ideas on one or any of your requests without giving a final answer.
- Include all details your reader will need to make the approval decision. Don’t bury them.
- Don’t ramble with unrelated details that dilute the approval or confuse the reader. Think before you begin writing and arrange related ideas beforehand, not as you write.
Example 1 Business Letters to requesting an appointment of meeting
SUBJECT: Request for Approval for High Plains Roadshow Date and Guest List
After our discussion in Reno, I have given further thought to a date for the High Plains Roadshow and to the guest list. With your approval, I’d like to set May 23 as the date and invite approximately 90 people, including the following:
• Carburetor Division (Ron Casper included here)
• Clamps and Couplings Division (invited last year)
• Coursco Pipe (customers of Bobby McCall’s)
• Ron Grimsley (from State Health Department, to further our attempts to get their attention)
Overall, I expect a good crowd from High Plains and only token representation from Tulsa. Although there is a scheduled and highly publicized political rally in High Plains on this same night, I think we can use the rally to promote the roadshow and draw people from it.
Your thoughts on the date and the above guest list?
Example 2: Requesting Letter
SUBJECT: Beaumont Welding Center Addition, AFE 22-426–Request for Approval on Additional Space
After reviewing preliminary plans for the Beaumont Welding Center addition, Bob Taylor and J. B. Hardwick think the additional space should be increased by 140 square feet. This additional space (including an adjustment for a four percent inflation rate on the first estimate) will increase the total budget item to $107,600.
This additional space will allow room for three desk clerks, lockers, and file cabinets. The most practical size would be to increase the depth from 10’6″ to 12’ and the length from 30’ to 38’, a total of 140 square feet. The original estimate submitted in June was based on $102 per square foot; therefore, the estimate needs to be increased by $14,280 (140’ x $102), plus the 10 percent inflation rate on the entire project.
Do I have your approval to proceed?
Example 3: Sample Letter for Requesting & Also given the reasons for requesting for appointment
SUBJECT: Request for Approval to Delay Release of Adventures in Science Text
With your approval, I would like to delay the release of Brian Anderson’s Adventures in Science text until next fall. He hoped to complete the changes to his manuscript by next month, but has informed me he cannot meet the deadline if he adds sections on the new information about greenhouse gasses.
This delay will require us to adjust our marketing plans, and take on one more book in our already crowded fall line-up.
Example 4: Example Letter of Requesting
SUBJECT: Request for Approval to Hold Benefits Meeting
I would like your approval to schedule a meeting with our benefits coordinator, Dave Maxwell, for Tuesday May 3 at 10 a.m. The meeting would be held in our third floor conference room with the six department heads and the employee representatives from each department. Dave and I agree a meeting would help clear up the confusion over the life insurance options recently instituted by Key Health.
Example 5: Sample Letter of Requesting
SUBJECT: Time-Off for the Blood Drive —Request for Approval of Schedule
I have made a schedule allowing employees in the billing department to take the time off in order to donate blood June 8-15. Could you please review and give me your thoughts? I have staggered the times employees would be absent so there will be no substantial interruptions in our work. It’s another way to encourage the staff to participate in our charity partnership with St. Sebastian’s Children’s Hospital.
Example 6: Requesting Letter
SUBJECT: Travel request
Your request for travel to the upcoming convention in Seattle has been approved. Please contact travel services for instructions on arranging for accommodations and transportation.
A complete report on the convention will be required once you return. Have a good time!
Example 7: Business Requesting Letter
SUBJECT: Request for installation of stalls
Please accept this as the formal request of the design department for the installation of stalls in the men’s restroom. Per the company handbook, page 23, I am asking for a formal review and approval of this request. If you have any questions, please give either Pierre or me a call.
Example 8: Requesting Letter for Approval of Schedule
SUBJECT: Larger coffee machine
The rapid growth of our department has resulted in an increase of coffee consumption. The original budget for coffee has been exceeded and our machine simply does not have the capacity to handle the increased usage. In short, we need a new and larger coffee machine.
I hope you will approve this request in a timely and forthright fashion.
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