When drafting a request letter for the approval of documents, it's essential to maintain clarity and politeness throughout the communication. Start with a respectful address to the concerned authority and clearly state your name, department, and employee ID. Specify the documents submitted and the purpose for which approval is required. Request prompt approval and express gratitude for their attention to the matter. Avoid common pitfalls such as unclear language and omitting necessary details.
Sample Letter for Approval of Documents
To,
The Concerned Authority,
__________ (Department Name),
__________ (Company Name),
__________ (Address)
Date:__/__/____ (Date)
Subject: Approval required
Respected Sir/ Madam,
Respected, my name is __________ (Name) and I am working in __________ (Department) department of your company/ organisation for last __________ (Duration – Months/ Years). My employee ID is __________ (Employee ID).
I would like to state that I had submitted ___________ (Document’s Name) documents for ___________ (Purpose – Verification/ Approval/ Any other). This is to request you to kindly approve the documents for __________ (Further processing/ reimbursement/ submission) in __________ (Department) department.
Kindly do the needful at the earliest. I shall be highly thankful.
Thanking you,
__________ (Signature),
__________ (Name),
__________ (Contact Number)
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Sandeep Bhandari