A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or itemized estimates to the accounting office).

The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be provided to other concerned parties such as the accounting department and other company officials.

The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient will know what to do.

Here is a sample of a letter approving payment for incurred expenses.

Sample Approval Letter

[Date]

Dear [name]

In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be settled.

Respectfully yours,

[Name]
[Position]

In business transactions, there are certain terms and agreements that have to be followed. However, there are instances wherein clients fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy the problem. Having knowledge on how to properly cancel or suspend a customer’s credit account is very important.

First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to them the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always offer them other possible options regarding their credit accounts.

Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to you when you will have to cancel or withdraw a customer’s credit account.

SAMPLE LETTER

Date
Sender’s Address
Address

Customers name
Customer Address

Dear (Insert name of addressee),

This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We have reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months. According to our policy, any client who cannot follow the terms shall be subject to deactivated accounts.

We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming that you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward to doing more business transactions with you.

Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We will offer you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our association with you. We are looking forward to solving this problem and continuing the good business relationship.

We hope to hear from you soon. Thank you very much and have a good day.

Sincerely Yours,

Writer’s Signature
Writer’s Name
Writer’s Title
Department

A letter giving approval for attendance at a seminar or conference is sent by a company official to the employee making the request. The letter should include any important dates such as when the conference will be held as well as any further actions the employee should take. The tone of the letter should be formal and professional and should be clear as to what is expected from the employee. Copies of the letter should also be provided to other concerned individuals such as the employee’s immediate supervisor and the human resources department.

An authorization letter should be as brief as possible, while still being clear as to what is expected from the employee. It should include all vital information on the event, such as dates and venues. It should tell the employee what actions they need to take in the light of the authorization, such as making sure any pending work is either completed before the employee leaves or is assigned to a colleague. No explanation as to the reasons behind the approval need to be given, although the letter writer may opt to do so if they believe it is appropriate.

Below is a sample of a letter giving approval for attendance at a seminar.

Sample Approval Letter

[Date]

Dear [name]

Please be advised that management has decided to grant your request to attend the [conference] on [subject matter] that will be held from [date] to [date] at [venue]. Please coordinate with [name of department/contact person] for your travel and other relevant expenses. Coordinate as well with your immediate supervisor regarding the completion of any pending work and the temporary designation of your responsibilities for the duration of your attendance.

Upon your return, you will be expected to write a report regarding the conference to be submitted to your supervisor. You must also provide an accounting of your expenses for liquidation purposes within five working days of your return to the office. Be advised that failure to comply with these requirements may expose you to sanctions from management.

If you have any other questions, please coordinate with [name].

Respectfully yours,

[Name of sender]
[Position]

A letter of approval for a vacation leave or leave of absence is usually written by a manager or other high company official in response to a request by an employee. They are usually short and to the point and simply serve to inform the employee that their request has been approved, as well as defining the terms under which the leave is granted. They should also include any important dates such as the start and end of the leave. The tone of the letter may be formal or cordial but should still remain professional.

This type of approval letter should begin by informing the recipient that their request has been approved. It then gives the date when the leave is to commence and the date when the employee is expected to return to work, as well any other considerations. It may also request the employee to coordinate with their immediate supervisor regarding the disposal of any pending work before they take their leave. Unless specifically required, the letter should not include any lengthy explanations for the approval of the request.

If there are any other requirements that need to be fulfilled before the employee can take their leave, they should also be stated clearly in the letter. Copies of the letter should be sent to other concerned parties such as department heads and the human resources department.

Below is a sample of a letter for approval of vacation leave or leave of absence.

Sample Approval Letter

[Date]

Dear [name]

This is to inform you that your request for [vacation/leave] for [purpose] has been approved by management. Said [leave/vacation] is scheduled to begin on [date] and you are expected to return to work on [date].

Before taking your leave, please coordinate with your manager regarding the completion of any pending work and the temporary assignment of your responsibilities to other staff. During your leave, you will continue to enjoy coverage under the company’s health plan subject to the terms and conditions set by the provider.

If there are any further questions, please refer them to the Human Resources department.
We hope that you will enjoy your leave.

Respectfully yours,

[Name of sender]
[Position]

In businesses, clients sometimes don’t have the luxury of time to personally give their payment to business transactions. Thus, they end up sending you checks that will serve as their payment. However, there are instances wherein you will have to inform a customer that the check you received was not signed. You have to be very careful when you make these kinds of letter, as this is a sensitive case. You can always send the check back to the customer, but it has to have a well-written letter with it.

Be polite and courteous when you make your letter. Be as conversational as possible, but still maintain the professional relationship with your client. Remind your client how he or she could be of big help to the business transaction. Always tell them that you appreciate the relationship between the two of you and that you are looking forward to transacting with them again.

Provide information on how they can contact you should they have concerns and questions. Below is a sample letter on how to inform a customer that the check you received was not signed. This sample letter can be of great help to you when you will have to inform a customer that the check you received was not signed.

SAMPLE LETTER

Date

Sender
Title
Company Name
Company Address

Recipients Name
Recipients Address
City, State Zip

Dear (Name of Addressee),

Good day. We would like to thank you for your payment for you last month’s credit card bill. We’ve already received the check that you sent us. However, I am afraid to tell you that the check you sent us was not signed and that we could not process it yet without your signature in it.

We understand that it may have just been due to urgency or emergency reasons. That’s why we are sending back the check to have it signed by you. As soon as we receive the signed check, your payment will be ready for processing.

Should you have any other concerns or questions, please feel free to contact me at 123-45-67. You can also call our customer service at 342-3232. We appreciate the business and we are looking forward to doing more transactions with you.

Thank you very much and have a nice day.

Sincerely,

Writer’s Signature

Writer’s Name
Writer’s Title
Department

A letter approving a request is usually written by a manager to an employee in response to a particular request they are making. The letter is intended to inform the recipient that their request has been approved and what steps they need to take next. It should be brief and to the point, and should be formal and professional in tone. It must also clearly state what else the recipient needs to do in light of his request. Copies of the letter should also be provided to other concerned parties such as supervisors.

But a letter approving a request can also be written outside of the context of the workplace by any person in a position of authority. For example, the head of a library can write a letter of approval to a researcher’s request for access to books in a restricted collection. A city official may also write a letter of approval for a filmmaker’s request to film at a certain location. The letter of approval for a request is versatile enough to be used in a wide variety of settings.

When writing a letter of approval for a request, make sure that the first sentence states clearly that the request is being approved, as well as exactly what is being approved. If there are any qualifications or conditions attached to the approval, these should also be stated clearly so that there is no misunderstanding on the part of the recipient as to what is required of them. The letter writer should also take special care to be polite, particularly if the request is not granted in its entirety, in order to soften the blow and avoid hurt feelings on the part of the person making the request.

Below is a sample letter of approval for a request.

SAMPLE APPROVAL LETTER

[Date]

[Name of recipient]
[Title/position if relevant]
[Address or company name]

Dear [name],

We are pleased to inform you that your request for [give details of request] has been approved. However, [give conditions attached to request]. If you have any questions or other concerns, you may direct them to [name of contract person/ contact information].

Respectfully yours,

[Name of sender]
[Position]

A project proposal approval letter is sent in reply to a proposal submitted by a project proponent. It is intended to inform the proponent that their proposal has been approved and what, if any, further steps that they need to take, such as meetings to finalize details of the project. The letter may also give a time frame for completion of the project and may include enclosures that the proponent has to sign, such as a memoranda of agreement. The tone of the letter should be cordial but formal and should not congratulate the recipient for their successful proposal.

The letter should begin with a statement informing the recipient that their proposal has been approved. If the proposal is in response to a solicitation or bidding, then the letter may begin by thanking the proponent for their interest in the project before informing them of their success. It will then tell them what they have to do next, such as contacting the office to set an appointment for further discussions on the project or may directly set a date for the proponent to come in. It may then define a schedule or time frame for the project, including a proposed start and end date.

The letter could end with a reiteration of thanks for the proponent’s interest in the project.
The approval letter should go straight to the point without seeming brusque. It should clearly inform the recipient what is being approved and state what are the important dates or other vital information associated with the project, as well as other special provisions.

Here is a sample of an approval letter for a project proposal.

Sample Approval Letter

[Date]

Dear [name of recipient]

Thank you for your interest in [project]. After thorough evaluation of your proposal, we have decided to approve it, effective [date]. Before you start work, please contact our office to set an appointment by [date] so we can discuss the details of the project. You can contact us at [contact number] during office hours.

We hope to hear from you soon as we are hoping to complete [project] by [date]. Thank you again for your proposal and we look forward to working with you.

Respectfully yours,

[Name of sender]
[Title]

A company is not only confined to its office or workplace. It could also start projects and business activities to promote the company or even extend its help to the community. A letter to endorse a company activity is a professional means of making other people aware of what the company is planning, which could be related to business strategies or a fund raising project.

A letter of endorsement about a business activity should be concise and direct to the point. You should remember that you write this kind of letter to those who are linked to your company such as your clients or other business groups in the same industry. You address your receiver with his full name so that he will feel that the letter is specially addressed to him.

Do not forget to state the name of the activity that you are inviting the person to, the venue, and the time that it will start. You can also state the reason for holding that kind of event and what could be its benefits. You can end your letter by showing appreciation for his support and your eagerness for him to attend the event.

Sample Letter

March 5, 2010

ABC Insurance Company
1234 Edgewood Street
New York City, New York, 123456

James Anderson
765 Beverly Street
Hollywood Hills, VA 12345

Dear Mr. Anderson,

We truly appreciate your support for ABC Insurance Company. We are very much pleased that you have chosen our company to meet your insurance needs.

We are honored to invite you to the Lend a Helping Hand fund raising program of our company to be held at the ABC Building on March 25, 2010 at 9 in the morning.

We invite business groups and people from the community to join this activity. This is our way of endorsing the company as well as its Lend a Helping Hand project. We would appreciate anyone whom you could refer that would help this program.

Thank you for your continued support. We are looking forward to your presence on the said event.

Yours truly,
(Signed)
Charles Smith
ABC Promotions Manager

Loan approval letters are written by bank loan officers to inform clients that their loan application has been approved. It then tells them what actions that they have to take to before loan proceeds will be released to their account (i.e. prepare documents such as bank statements that will be submitted). It also gives them a contact person that they can get in touch with if they have any questions or concerns that have to be addressed.

1. The tone of the letter can be more informal than regular business correspondence. Start the letter by informing the recipient what is being approved. If applicable, you can give the reasons for the approval.
2. The letter should then tell them the specific next steps they have to take before they can receive the loan money.
3. If there is a time line related to the release of the money, it should also be enumerated in the letter. And despite the relative informality of the letter, it should still be carefully proofread to avoid typographical errors.

Here is a sample of a loan approval letter.

SAMPLE APPROVAL LETTER

Dear (name of recipient),

We are happy to inform you that your application for a loan from our bank has been approved subject to the completion of the following formalities. Please submit the following documents to our office by (date).

A signed and dated copy of the enclosed agreement. The remaining copies are for your personal files.
Statements from your main account dating back three months and showing your current address. If these statements don’t reflect your salary being deposited into the account, however, please submit copies of your most recent pay slips. These are for reference purposes only and will be destroyed after loan proceeds have been released.

A completed, signed and dated copy of the enclosed standing order mandate. However, if you have chosen to repay your loan by direct debit from your current account with us, we will set it up and you don’t have to submit the mandate.

Once all these requirements have been submitted, the money can then be transferred to your named account. Until then, please do not enter into any transactions regarding the loan proceeds.

If you have any questions or concerns, please contact our Loan Consumer Services department at (telephone number). Operators are available from 9am to 5pm from Mondays to Fridays and from 9am to 2pm on Saturdays.
We look forward to receiving the documents and completing your loan.

Respectfully yours,

(Name of sender)
(Position)

Whenever your company receives a business document such as a contract, you should send an acknowledgment letter. While the letter essentially serves as a receipt, it also tells the recipient the actions to be taken regarding the contract. It should be sent as soon as the document has been received in order to assuage any concerns on the part of the sender. Since the recipient of the letter is a client of the company, the tone of the letter should be courteous and sincere.

The letter should begin with an acknowledgment of the receipt of the document in question (i.e. we have received the contract). Then, the letter should tell the recipient what action will be taken on the document (i.e. the contract should be signed and returned to you by courier within five business days).

The acknowledgment letter should communicate to the recipient that the document is being taken seriously and being acted on with all due urgency. The deeper aim of the letter is to build goodwill and trust for the company on the part of the client. So that the recipient feels that the document is being taken seriously, the letter should be signed by a high company official even if they are not the ones who directly write the letter.

Since this is an official letter, the tone should be formal even to the opening and closing salutations. Suggested closing salutations include Sincerely, Yours Truly or Respectfully Yours. In the opening salutation, the recipient should also be addressed either as Dear Mr. or Mrs. or by their formal title if they have one (i.e. Dr. or Prof.).

Here is a sample of a letter acknowledging the receipt of a business agreement.

Sample Acknowledgment Letter

(Date)

(Name of recipient)
(Position)

Dear (name of recipient)

We would like to acknowledge that we have received (document). We are currently examining it and if there are no issues to be addressed, the signed (document) will be returned to you within five business days. If there are any further concerns regarding the (document), we will contact you by (date).

Thank you for your continued trust in our company and we look forward to doing business with you in the future.

Respectfully yours.

(Name of sender)
(Position in company, company name)