Budget Approval Request Letter (Template & Example)

Once you have finalized a budget for your project or department, you need to have it approved by your superiors. An approval will make it official and ready to be implemented. It could also serve as an official record that you had permission to purchase certain products, services, or equipment. Consequently, it is paramount that every professional learn how to draft a formal budget approval request letter.

Since budget approval request letters are professional correspondence, they should be drafted in professional and polite language. Your job is to convince the recipient that approval is the best move for your project and the company.

Here are more guidelines to help you achieve that.

Unless you own a company, you will ultimately have to answer someone on essential matters such as project and department budgets. You must keep in mind that any proposal you make should put the company’s interest first. Here are some pointers to help you achieve this with your budget approval request letter:

• Address the letter appropriately – This involves finding out who in your company is in charge of budget approvals. Make sure you mention their correct name and job title in the letter.
• Attach or refer to the budget – If you already presented the budget in a previous letter, refer to it in your draft. You can also include it as an attachment and mention it in the first paragraph.
• Briefly describe the project or event – Briefly describe to the reader what the budget is set to cover. For instance, if it is meant for a department, you can mention how the department plans to implement it.
• Justify your budget – Explain how the project or event serviced by your budget will affect the company positively. This is your chance to convince the recipient that you deserve approval.
• Provide a timeline – If the project or event is time-sensitive, mention it in your letter. Provide the reader with a timeline that doesn’t inconvenience either of you.
• Include your contact details – The reader might have questions concerning the budget. Provide your email address and phone number at the end of the letter.

Request Letter for Budget Approval (Word Template)

Getting your budget approved will allow you to move to the next phase of your project. This is why you should draft your budget approval request letter way before you need it. It is also advisable to prepare your manager or employer for your request by first having a face-to-face meeting. Always maintain a professional tone when drafting your letter. Instead of emotional pleas, supply the reader with facts and numbers. If something is not true or cannot be proven, do not write it.

Finally, attach or reference the budget for which you are seeking approval. This will make things easier for the recipient.