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]