Category: Approval Letters

Approval letters are document that are sent confirming or approving any fact or action for which consent is required to perform or implement. Thus, these kinds of letters have to be drafted with authenticity and clarity so that no alterity or mis-understanding is caused due to it. In order to impart a communicative yet professional look to the letter one must ensure to maintain the following points, irrespective of the kind of approval.

• Begin the letter with a line of confirmation and also explicate the reason of approval if it is relevant to the context.

• The letter should also bear the details of the proceeding and further action that is needed to be taken by the recipient.

• If the approval is subjected for a timeline, then the letter should also have a clear mention about it. This would help to denote the commencement of approval or a period within which the approval would remain valid.

• Depending on the content and type of approval one can close the letter in congratulatory tone.

• Ensure to use simple and lucid language i.e easily understandable without being much verbose.

• As these are important piece of document, proofread the approval letter prior sending in order to avoid heedless errors.

• Approval Letter
• Sample Approval Letter
• Approval Letter Format
• Approval Letter Template
• Approval Letter Example
• Approval Request Letter
• Short Sale Approval Letter
• Loan Approval Letter
• Leave Approval Letter
• Landlord Approval Letter

To

Michael Fletcher

56, Austin Colony, Central London

UK

25^TH July 2012

Sub-  Lease Extension Approval Letter

Dear Mr. Michael

I am writing this letter to inform you that your application for extension of lease has being approved by me. The lease which was set to expire on 31^st August 2012 is now being extended for a period of three years. The next renewal date for the lease would be on 31^st August 2015. All the terms and conditions of the lease remains the same but with some minor modifications. The monthly rent which was earlier increased by 10% per annum is now revised to 20% per annum. The monthly rent effective form 1^st September 2012 would become $3000 per month from the present rent of $2500 per month and it will subsequently increase by 20% on yearly basis. Earlier the rent was to be paid by you on bi-monthly advance basis but from now onwards you can pay it on monthly advance basis if you want.

I look forward for a long term relationship with you. Please contact me in case you have any queries regarding the matter. I will look forward for an early response from your side.

Yours Sincerely

Ricky Martin (Landlord)

To

Marlon Haggis

Project Manager

KPL Software Corporation

45, Edison Lane, Northern London

UK

25^TH July 2012

Sub- Leave approval letter

Dear Marlon

I am writing this letter to inform you that your leave application number 456 dated 15^th July 2012 has been approved by our department. You have applied for a leave of fifteen days on the account of your brother’s marriage in your native home. As per the records available with our office you have not taken a single day leave from office for the past three years which makes your case strong for the leave. You can go for the vacations from 1^st August 2012 to 15^th August 2012. You will be glad to know that the company will also reimburse all your traveling expenses including inter country air travel fares. You can also join the office before 15th August 2012 if you like.

You requested to complete all your pending work before going for the leave. I would like to make it very clear that the leave will not be extended further under any circumstances. Hope that you will enjoy this short break from work and come back to job feeling refreshed.

Thanking you

John Freda

General Manager

KPL Software Corporation

To

Alex Gordon

Manager (Finance Department)

PLM Steel Company Limited

78, Industrial Towers, Northern London

UK

25^TH July 2012

Sub – Loan approval letter.

Dear Mr. Alex

I am feeling very happy to inform you that the loan application number 3454 dated 10^th July 2012 from your company has being approved by the management of our bank. I would like to inform you that our bank has granted a loan of $ 500000 for the upcoming new production unit of your plant. The loan carries an interest of ten% per annum and it is to be serviced every month once the project is completed. The payback period for the entire loan amount is 15 years together with all the accumulated interests. I am enclosing a copy of the approval letter which contains all the important details of the loan. The entire loan amount will be disbursed in five equal installments based upon the completion certificate submitted by a certified civil engineer.

Hope that you will be satisfied with our quick service in disbursal of the loan amount. I will look forward for a long standing professional relationship with your esteemed organization.

Thanking you

Graeme Kushner

Branch Manager

Horse Bank Private Limited

To

Robin Williamson

46, Moving Apartments, Western London

UK

25^TH July 2012

Sub – Short sale approval letter.

Dear Mr. Robin

I am writing this letter to inform you that your application for short sale of your property has been approved. The management of the bank has agreed to sell your residential property located at 45, J.L Road, Western London and will use the proceeds money to pay back the loan that you have taken from our bank. Your outstanding dues by 31^st July 2012 are for $250000. The value received after selling your property will be adjusted against your dues to our bank. Any excess amount if any will be credited directly to your bank account. The bank after selling your property will issue you a no objection certificate as full and final settlement of the Loan and all other past dues.

Hope that you will accept all the terms and conditions related with the short sale notice. You can contact our office to get all your queries related to short sale solved by an expert of our bank. We will wait for a confirmation letter in this regard from your side.

Thanking you

Chris Peterson

Branch Manager

Orange Bank Limited

To

Lama Boucher

Senior Manager

KCL Power Corporation Limited

89, Marlon Street, Western London

UK

25^TH July 2012

Sub- Approval request letter

Dear Lama

I am writing this letter to request you for the approval of my leave application letter. I would like to inform you that I have submitted a leave application form to your department seeking 10 days leave from 19^th August 2012 to 28^th August 2012 as I have to go to my native home in order to see my ailing father. My father is over 80 years old and he is in the last stage of his life as he is suffering  from multiple complications. The doctors have advised  that a he will not stay alive for more than two months. My father has asked me to come once to meet him for the last time. I have applied for the leave to your office fifteen days ago for the leave. I am reminding you about my application as it is extremely urgent for me to reach my home town.

I request you to please approve my leave application letter at the earliest. I will eagerly wait for a positive reply in this regard from your side.

Yours Sincerely

Rancho Jordan

Junior Manager

Boiler Operation

KCL Power Corporation Limited

To

Ryan Harris

Project Manger

BMZ Auto Mart Private Limited

45, New Town, Northern London

UK

25^TH July 2012

Sub – Approval Letter for study leave.

Dear Mr. Ryan

I am writing this letter to inform you that your application for study leave of two years has being accepted by the management of the company. You can now move head to pursue higher education in order to improve your skills and knowledge. The company will pay you 25% of your total monthly emoluments as maintenance expenditure during the two years long management course at London School of Business. You will be glad to know that the company will pay 50% of the total tuition fees as subsidy to your college and you will have to just bear half the cost of education.

Hope that you will join our company after upgrading your knowledge. Once you are back after completing the course successfully the management of the company will take up the matter regarding your promotion in due course of time. You are requested to send a letter of consent to our office and we wish you all the best for your bright future.

Thanking You

Justin Christ

Chief Engineer

BMZ Auto Mart Private Limited

To

______________ [here mention the name of the recipient]

______________ [mention the designation of the recipient]

______________ [mention the name of the respective firm]

______________ [mention the address of the recipient]

______________ [mention the date of sending the letter]

Subject: Approval for _____________ [mention the reason for which approval is made]

Respected Sir/ Ma’am

I am writing this letter to inform you that you have been approved for________________________ (mention the reason for which approval is granted). You are requested to ___________________________ (mention the terms and condition of under which the approval is granted). You have to______________________ (mention the formalities to be completed) before_________________ (mention the time period before which all the formalities should be completed).

You should report to________________ (mention the name of personnel to whom an individual should report once the assigned work is completed). You are strictly instructed to__________________________ (mention the important terms and conditions which should be followed so that the approval remains valid)

Hope that you will________________________ (wish the individual best of luck for the upcoming project or development).

Yours’ sincerely

______________ [Here mention the name of the sender]

______________ [Here mention the designation of the sender]

______________ [Here mention the name of the company in which the sender is employed]

______________ [here mention the address of the sender]

To

Name [here mention the name of the letter recipient]

Designation [mention the profile of the recipient]

Company name [mention the name of the respective firm]

Address [write the address of the recipient]

Date [write the date of sending the letter]

Subject: [write down an appropriate subject for the Approval Letter]

Dear Mr. /Mrs. /Ms. ______________ [write a proper salutation and title for the recipient]

First paragraph: [The first paragraph should be used by the sender to congratulate the person on the account of approval for which they have submitted their application. The sender should mention the reason due to which the management was ready to grant the approval.  ]

Second paragraph: [In this paragraph the sender should mention the various terms and condition under which the approval is granted. He should also inform the individual about the special requirements which is required to be followed during the approval period.]

Third paragraph: [The sender must conclude his/ her letter by giving good wishes and best of luck during the period for which the approval is granted]

Yours’ sincerely

[Mention the name of the sender]

[Mention the designation of the sender]

[Mention the name of the respective firm]

[Mention the address of the sender]

To

Glen Howard

Junior Manager (Sales Department)

Enjoy Food Private Limited

56, Refreshment Zone, Western London

UK

25^TH July 2012

Sub – Transfer Approval Letter

Dear Mr. Glen

I am writing this letter to inform that your application letter on the issue of transfer has being approved by the competent authority of our company. As per your preferred choice you have now being transferred to our northern London branch office. You have to report to your new office on 15^th August 2012. Your last working day in this office will be on 31^st July 2012. You are requested to complete all your pending project work before 31st July 2012. On the last working day in the office you should return all the keys and other official documents to our stores department. The company will reimburse all the transportation expenses that you will incur in shifting your belongings from your present location to our northern London branch.

Hope that you will be satisfied with decision of the management of our company. You are requested to submit a confirmation letter to my office within fifteen days from the date of receipt of this letter. If you have any query you can please call me or mail me.

Thanking You

Michael Kushner

General Manager

Enjoy Food Private Limited