Template Pack: 25 Approval Email and Form Templates

Templates accelerate adoption and reduce variance. Below is a curated pack of email and form templates for common approval scenarios. Use them as a starting point and adjust fields to match your organization's policy and tone.

Approval request email — generic

Subject: Approval requested: [Request Title] — [Department]

Hi [Approver Name],

Please review and approve the following request:

• Title: [Request Title]
• Requester: [Name]
• Requested Date: [Date]
• Summary: [Short summary]
• Impact/Rationale: [Why this is needed]
• Attachments: [Link to docs]

Please approve or decline by [SLA time]. If you need more context, reply to this thread or click the link to the request.

Thanks,

[Requester Name]

Approval decision rationale — template

Use this when documenting the rationale behind a decision for audit records.

Decision Record — [Request Title]

• Approved by: [Approver Name]
• Date: [Date]
• Decision: Approve / Decline / Conditional
• Rationale: [Clear reasoning and risk assessment]
• Conditions: [Any conditions or mitigation steps]

Escalation notification

Subject: Escalation: [Request Title] — SLA breached

Team —

The following request has breached its SLA and has been escalated.

• Request: [Title]
• Requester: [Name]
• Current status: [Pending | In Review]
• Time in queue: [Time]

Please assign a reviewer or provide an update within 24 hours.

Form template — procurement (fields)

1. Request Title
2. Department
3. Vendor Name and Code
4. Spend Amount
5. Budget Account
6. Required Date
7. Business Justification
8. Attachments (quote, vendor certificate)

Form template — hiring requisition (fields)

1. Position Title
2. Team / Manager
3. Cost Center
4. Full-time / Part-time
5. Salary Range
6. Justification and impact
7. Expected start date

SLA notification — weekly summary

Subject: Weekly approvals digest — [Team]

Summary of this week’s approval metrics:

• Requests received: [N]
• Average time-to-approval: [Time]
• Escalations: [N]
• Top bottleneck: [Function]

Mobile approval snippet

Keep mobile approvals brief: Title, Requester, One-line rationale, Impact, Quick actions (Approve / Reject / Comment).

Conditional approval language

If approving conditionally, capture the condition clearly:

"Approval granted provided that [condition]. Approval expires on [date] unless the condition is validated."

Template governance note

Adapt templates to your organization’s tone and regulatory obligations. Store templates in a centrally managed library with version control and owner information.

Wrap-up

Copy these templates into your approval platform or communications suite and iterate based on user feedback. Standardized templates reduce ambiguity, speed reviews, and improve audit readiness.