Approve a Proposal

Letter #1


We have read your innovative plans to improve our tax deductible investment procedures and are very interested in your proposal. We believe your ideas are workable and would like to have you serve on our board to implement them.

Enclosed is our policies and procedures handbook. Please read it carefully and call me if you have any questions. If you can comply with our work requirements, please call me before Friday to discuss the legal implications of your proposal.

Welcome aboard. I will be delighted if you accept this exciting challenge.

Letter #2


The trustees have approved your proposal to upgrade the lighting in the south parking lot as soon as we start a new budget year. Before work begins we need to finalize plans for rerouting traffic during the digging phase. We have scheduled a meeting with the construction supervisor for 11:00 a.m. on August 10. We would like you to attend. Please inform Jane if this is not a good time, so we can reschedule the meeting. We want to have the new lights in before the end of October.

Letter #3


I am pleased to inform you of the board's approval of your excellent proposal. It was by far the best and most economical of all those we received. I trust you will keep us apprised of your progress with regular reports. Please come to my office this week so that we can arrange travel and other logistics for you.

Letter #4


The board of directors has approved your advertising proposal. They are enthusiastic about the youthful slant your advertising assumes and feel it will boost sales of our new vitamins. Of course, we need to discuss the details of the project further. My secretary, John, will call to schedule a time when we can meet.

Letter #5


We have approved your proposal to begin a search for a 401(k) provider. Such a benefit is long overdue. Before we decide on a provider, we will need a clear picture of the market. Please prepare a written report on available plans, including the costs, advantages, disadvantages, and your recommendations.

Let's get together in my office next Friday to discuss your progress. Call Jane, my secretary, to arrange a convenient time to meet. Good luck.

How to Write this Approval Letter: Expert Tips and Guidelines

This letter, although brief and to the point, can foster good relationships with its positive message.


  1. Announce the approval.
  2. Confirm or discuss details.
  3. Outline the next step.

Write Your approval in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 Announce the approval.

Sample Sentences for Step 1

  • I will be happy to meet with you on Wednesday to discuss the implementation of your proposal. I found it well thought out and very workable.
  • Your proposal for screening foster parents looks excellent. I suggest that you proceed just as you have outlined.
  • I thoroughly approve of your proposed revisions to the Springfield Middle School dress code.
  • Your proposal to work overtime during the week starting August 16 makes sense. Let's do it.
  • We hereby approve two hundred hours of overtime for your department this month. This additional time should enable us to complete the Doe project well before the deadline.

Key Phrases for Step 1

  • am happy to inform you that
  • can start work immediately
  • has given the go ahead for
  • has decided to back your
  • has been approved
  • have approved your suggestion that
  • is undoubtedly ahead of its time
  • just as you have outlined
  • received your proposal warmly
  • suggest that you proceed
  • thank you for submitting your
  • this very exciting proposal
  • thoroughly approve of
  • upon reviewing your proposal
  • wants you to start right away
  • well thought out and very workable
  • were very pleased with
  • were very interested in
  • will be able to
  • would like to meet with you
  • would like you to start immediately
  • your research proposal
  • your proposal that
  • your proposed revisions to
2 Confirm or discuss details.

Sample Sentences for Step 2

  • Be sure to document all your research.
  • Be careful to keep accurate records of all your interviews.
  • I think the second paragraph is a little ambiguous as it stands. Please see if you can clarify the wording.
  • You may work up to 18 hours of overtime. If you need more time after that, please let me know.
  • It will take up to forty hours of overtime to complete the Doe project.
  • You are authorized to hire three more editors to work until the project is completed.

Key Phrases for Step 2

  • be sure to
  • be careful to
  • bear in mind that
  • before you begin
  • call me if
  • can offer you assistance
  • define your methods
  • document all your research
  • don't forget to
  • first wants you to
  • funding will extend until
  • have some questions about
  • is a little ambiguous
  • just to make sure that
  • keep accurate records of
  • make sure that
  • need to clarify
  • remember to submit
  • see if you can
  • should enable us to complete
  • submit it along with
  • terms of the grant include
  • to complete the project
  • to discuss the implementation of
  • to discuss your progress
  • want to remind you that
  • will have to apply for
  • will need to submit
  • would first like to see
  • would like a hard copy
  • would like you to
3 Outline the next step.

Sample Sentences for Step 3

  • Let's get together in my office at 11:00 a.m.
  • I have scheduled a meeting with the department heads for Thursday at 2:00 p.m. Please attend so we can discuss this in more detail.
  • Please meet with me in three weeks to discuss your progress. Call my secretary to schedule an appointment.
  • Could you send me a revised copy as soon as you are through with it? I will present it to the school board.
  • Please call me if you disagree.

Key Phrases for Step 3

  • arrange a meeting with
  • arrange for a
  • as soon as possible
  • before getting started
  • before you get going
  • do an initial
  • find out about
  • first you should
  • get your application in by
  • go and check with
  • have scheduled a meeting with
  • let's get together
  • meet with me
  • might want to
  • outline your
  • ought to check with
  • please send me
  • recommend that you start off by
  • so we can discuss this
  • spell out the details of
  • the first step is to
  • wants to see you
  • will help you arrange
  • would be wise to
  • would like to meet with you

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