Navigating the world of approvals can be tricky. You’ve submitted something – a vacation request, a project proposal, or even just a simple expense report – and now you’re in a holding pattern. So, who do you write email that you are waiting for the approval? This article will break down the process and help you communicate effectively to get the green light you need. We’ll explore who you should be contacting and how to craft emails that get results.
Understanding the Approval Process
Before you start firing off emails, understanding the approval process at your job or school is key. This means knowing who the approver is and what the typical timeline is. Knowing the right people to contact is crucial to getting your request approved. Your company might have a specific chain of command. For example:
- Your immediate supervisor typically approves time-off requests.
- A project manager might need to sign off on project milestones.
- The finance department might handle expense reports.
Also, consider the expected turnaround time for approvals. If your company policy states that approvals should take a couple of days, don’t worry about following up after just a few hours. Check for the company’s communication guideline. This may be outlined in the employee handbook or provided during onboarding. It’s important to know the organization’s communication preferences. Some companies prefer emails, while others use specific project management software. If you’re unsure, ask your colleagues or check with your HR department.
Here is an example of expected timeline:
- 1-2 Business Days: Basic requests (e.g., minor expense reports)
- 3-5 Business Days: Moderate requests (e.g., project proposals)
- 5+ Business Days: Complex requests (e.g., significant budget allocations)
Email to Your Direct Supervisor (After Initial Submission)
Subject: Following Up – Vacation Request – [Your Name]
Dear [Supervisor’s Name],
I hope this email finds you well.
I’m writing to follow up on my vacation request submitted on [Date]. My requested time off is from [Start Date] to [End Date]. Please let me know if you require any additional information or if there’s anything I can do to help expedite the approval process.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Email to Project Manager (Project Milestone Approval)
Subject: Following Up – Milestone Completion – [Project Name]
Dear [Project Manager’s Name],
I hope this email finds you well.
I’m writing to follow up on the milestone completion for the [Project Name] project. I submitted the documentation on [Date]. The next step in the project is dependent on your approval. Please let me know if you require any additional information or if there’s anything I can do to help expedite the approval process.
Thank you for your time and consideration.
Best regards,
[Your Name]
Email to Finance Department (Expense Report Approval)
Subject: Following Up – Expense Report – [Your Name] – [Report Number, if applicable]
Dear [Finance Department Contact or generic email address],
I hope this email finds you well.
I’m writing to follow up on expense report [Report Number, if applicable] that I submitted on [Date]. The report is for the period [Date Range]. Please let me know if you require any additional information or if there’s anything I can do to help expedite the approval process.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Email to HR (Regarding a Leave of Absence Request)
Subject: Following Up – Leave of Absence Request – [Your Name]
Dear [HR Contact Name or HR Department],
I hope this email finds you well.
I’m writing to follow up on my leave of absence request that I submitted on [Date]. The leave is requested for the period of [Start Date] to [End Date]. Please let me know if you require any additional information or if there’s anything I can do to help expedite the approval process.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Email to Higher-Level Manager (After Several Attempts)
Subject: Following Up – Escalation – [Request Type] – [Your Name]
Dear [Higher-Level Manager’s Name],
I hope this email finds you well.
I’m writing to inform you that I’ve submitted a request for [Request Type] on [Date], and I haven’t yet received a response. This request has been submitted to [Contacted Party]. I have attempted to follow up on [Date] and [Date]. If you’re unable to help at this time, please direct me to an appropriate resource that could approve this.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Polite Reminder Email (After Following Up Once)
Subject: Gentle Reminder – [Request Type] – [Your Name]
Dear [Approver’s Name],
I hope this email finds you well.
I’m writing to follow up on my request for [Request Type] that I submitted on [Date]. I understand that you’re busy, but I wanted to gently remind you that I’m waiting for the approval. Please let me know if you require any additional information or if there’s anything I can do to help expedite the approval process.
Thank you for your time and consideration.
Sincerely,
[Your Name]
In conclusion, knowing who to contact and how to communicate effectively is essential when you’re waiting for an approval. By following the tips and examples provided, you can increase your chances of getting the approvals you need in a timely manner and keep things moving forward smoothly at work or school.