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How to Write an Approval Request Document

An approval request should let the approver see, at a glance, what is being asked for, why, and at what cost -- here is how to structure one.

  1. Write a clear title and state the purpose

    Write the title specifically enough that the approver knows exactly what is being requested just from reading it.

  2. Explain the background and the need

    Describe the current situation and give a brief but convincing reason why this needs to move forward.

  3. Present the concrete plan and budget

    Spell out exactly what will be done, how, and at what cost, with specific figures rather than vague estimates.

  4. Show the expected impact and compare alternatives

    State the concrete benefit of moving forward, and if relevant, compare it against other options to support why this approach makes sense.

  5. Note the approval chain and effective date

    List the order of approvers from the person submitting the request through to the final decision-maker, along with the planned start date once approved.

  6. Prepare supporting attachments

    Gather quotes, comparison data, or relevant policy documents that will help the approver make an informed decision.

Write it so the approver can decide quickly

An approval request is written to get sign-off before spending a budget or starting new work. If the background section runs too long, the actually important execution details and budget can get buried, so keep it tight enough that the approver can immediately see "what, why, and at what cost."

Let the numbers carry the argument

Rather than leaning on lengthy justification, a request supported by specific figures -- cost, timeline, expected return -- tends to move through approval faster. Where possible, compare the proposed option against at least one alternative so the approver can see why this specific choice makes sense.

Frequently Asked Questions

Is an approval request the same thing as a requisition form?

Terminology and exact usage vary by organization, but both generally refer to a document used to get sign-off before spending a budget or starting a new initiative -- the underlying purpose is the same even if the name differs.

What should I do if my request gets rejected?

Find out the specific reason for the rejection, strengthen the weak part of your justification or budget breakdown, and resubmit -- coordinating with the approver beforehand on what changed can also help it go through more smoothly the second time.