How to Create an Approval Letter

Be it for school or business, letters are good for granting written permission/consent for concerns that require official approval. After all, as explained by ThoughtCo., writing a letter can be done for all kinds of purposes, whether it’s for formal or informal use.

Though, if you’re still new to writing an approval letter, then you’re sure to get something out of the quick and easy tips we’ve prepared just below!

1. Margin and Layout

An approval letter should look prim and proper when it gets mailed to its intended recipient. So, to start off, open a new blank document in the processing application that you’ll be working in (e.g., MS Word, Google Docs, etc.). Next, if the page isn’t already set to it by default, choose a portrait format for the orientation layout. To make sure the letter looks tidy, set a margin of 1 inch along the page border.

2. Write Down the Current Date and Receiver’s Information

With the margin and orientation now set for the document, it’s time to get to writing! The first thing to input is the current date (the date of composing the letter); position it in the page’s top left since this is a formal/business letter.

Next, go below the date to write down the recipient’s name, leaving two empty lines in-between. Include the recipient’s address too, right below their name.

3. Your Approval Letter’s Primary Content

After adding basic information about the receiver, go ahead and start writing the dialogue by including a formal salutation—go with “Dear Mr./Ms. [FULL NAME],” to keep things sounding professional. Then, use your opening paragraph to state the purpose of sending the letter—keep this part brief.

Once that’s taken care of, you can now start drafting the main part that talks about the concern that requires an approval (such as a leave request, student authorization, and so on).

4. Close the Letter Appropriately

To bring your letter to a close, end the dialogue with a reply request or just a polite closing message. After that, write down an ending line, which can be “Regards” or “Sincerely” for formal correspondence; move down by 4 empty spaces to enter your name. In the blank space left between the ending line and your name, add your own email signature (or a written signature for a printed letter). If you’re writing on behalf of your company/organization, then add in your position and the company’s name right underneath.

And now, your letter is ready to email or print for an envelope! If you’d like some approval samples for work, purchases, studies, and more, then remember to consider our Approval Letter Templates!

General FAQs

  • What is an approval letter?

  • What opening salutation should my approval letter have?

  • What size should my approval letter be?

  • How long should an approval letter be?

  • What should I write in my approval letter?

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