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]