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.

Table of Contents:

Sample Letter to HR for Approval of Purchase

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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  1. What should be included in a request letter for approval of purchase?
    • A request letter should include the requester's name, employee ID, designation, and department, details of the items needed for purchase, attachments of relevant estimates or quotations, and a polite request for approval.
  2. Is it necessary to attach estimates or quotations to the request letter?
    • Yes, attaching estimates or quotations provides clarity and transparency regarding the requested expenses and helps in the decision-making process.
  3. When should the invoice be provided after approval?
    • The invoice should be provided promptly after the execution of the order, as mentioned in the request letter.
  4. What is the importance of expressing gratitude in the request letter?
    • Expressing gratitude shows respect and appreciation for the recipient's consideration of the request, fostering positive communication and cooperation.
  5. What should be done if the requested expenses exceed the budget?
    • If the requested expenses exceed the budget, it's advisable to discuss alternative options or seek additional approval as necessary to accommodate the requirements.

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