Writing an effective letter for purchase approval involves clear and polite communication. Start with a respectful greeting and provide essential details such as your name, designation, and employee ID. Clearly state the purpose of the request and provide specific information about the item to be purchased, including its cost and the reason for the purchase. Attach relevant documents like quotations and provide contact information for further queries. Avoid unclear language and ensure all necessary details are included to facilitate a swift approval process.
Sample Request Letter for Purchase Approval for a Cleaning Machine
To,
The Purchase Manager,
_________ (Company Name),
_________ (Company Address)
Date: __/__/____ (date)
Subject:
Respected Sir/ Madam,
I would like to inform you that I am __________ (name) and have been working as a ___________ (mention designation) of your reputed company having employee ID ______________ (employee ID number).
I would like to inform you that we are looking forward to purchasing a cleaning machine for _________ (mention department) as ___________ (mention reason). I am writing this letter to request you to kindly approve the purchase of the said machine. It would cost approximately ___________ (mention amount).
For your kind reference, I am hereby attaching a copy of the quotation bearing quotation number ________ (mention number). I shall be obliged if you could approve the purchase request at the earliest. For any queries, you may contact me at ____________ (mention contact details).
Yours truly,
________ (Signature),
________ (Name)
________ (Employee ID Number)
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Sandeep Bhandari