When writing a request letter for approval of purchase, it's crucial to maintain a polite and respectful tone. Clearly state your name, employee ID, designation, and department. Specify the items needed for purchase and attach relevant estimates or quotations. Request approval for the expenses and assure that the invoice will be provided after the order execution. Express gratitude for considering the request.
Sample Letter to HR for Approval of Purchase
To,
The HR Manager,
__________ (Name of the Company)
__________ (Company’s Address)
Date: __/__/____ (Date)
Subject: Seeking approval of expenses
Respected Sir/ Madam,
With due respect, my name is ______ (name) and my employee ID is __________ (employee ID number). I am working as __________ (designation) of __________ (department) in your reputed company.
Through this letter, I would like to inform you that our department needs __________ (computers/equipment/ chairs/ fans/ printer sheets/ any other). In this regard, I request you to approve the expenses. As per requirement, the copy of ________ (estimate/proforma invoice/quotation) is attached for your reference and ________ (invoice /bill) for the same will be deposited after the order gets executed. It is to request you to kindly approve the amount in order to prevent any delays.
I shall be thankful to you.
Thanking you,
________ (Signature),
________ (Name),
________ (Contact Number)
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Deepanshu Thakral