Letter of Request for Approval to Purchase

Some purchases are too sensitive or vast to be made on a whim. When handling them, you may have to make a formal requisition to the department head or line manager. This can be done through a well-written letter of request for approval to purchase.

A request letter for purchase approval is a formal document presented to the relevant authorities. Its main purpose is to inform them of the type and cost of products that need to be purchased. Aside from requesting approval, this letter can serve as a formal record.

Do you need permission to purchase sensitive equipment or product at work? Learn how to draft an effective formal request for approval letter here.

The purpose of writing a request letter is to get approval to purchase an item. This approval letter is essential in a company or organization because:

  • It creates valid proof – An approval letter to purchase gives you the authorization to complete the transaction. It can letter be used as an official document that can be filed, modified, or updated.
  • It allows you to make progress – As you wait for your request to be approved, you can focus on other aspects of your project.
  • It creates understanding – Since you need to explain why you need the items, the recipient can learn more about your project and offer insight.
  • It shows respect and professionalism.

What to Include in a Purchase Approval Request Letter

Should something go wrong, an approval request letter can serve as proof that you had official permission to make the purchase. Your message should spell out:

  • The product description
  • Product cost
  • Technical specifications, if any.
  • The dealer or location from which you will buy the product
  • Applicable dates, timelines, and ultimatums

Tips for Writing a Request for Approval Letter to Purchase

A request letter should be written in a formal and professional format. It should communicate its message clearly and concisely. The following guidelines will help you draft an effective letter of request for approval to purchase.

  • Address the letter appropriately – Because you work in the company, you know the recipient of your letter by name and job title. Make sure you mention these correctly to establish a conscious connection.
  • State your reason for writing – Mention the items you wish to purchase. Include details such as the name, descriptions, quantities, and prices.
  • Justify your reason – Why are the items necessary to you, the department, and the company? Explain why you need the things you wish to purchase and back up your reasons with accurate data.
  • Explain the importance of a response – This is where you expound on why you are writing to this particular recipient. How will their response aid you in making your purchase?
  • Give a timeline, deadline, or relevant date – If the items you wish to purchase are time-sensitive, mention it in the letter and explain why.
  • Keep your letter short and to the point.
  • Use polite and professional language.
  • Close the letter appropriately.

Letter of Request for Approval to Purchase (Format)

{Date}

{Recipient’s Name/Job Title}

{Company Name}

{Company Address}

{City, State Zip Code}

Subject: Request for Approval Letter for Purchase

Dear {Mr./Mrs./Ms. Last Name},

The {department name} department requires the following {products/equipment} for {state purpose of product/equipment}:

Item Name Description Quantity Price

{Product 1}

{Product 2}

This is a formal request for approval to purchase these items from {company/dealer} name by {date}. Thank you for your time and consideration.

Sincerely,

{Your Name}

{Job Title}

{Department Name}

Sample Request for Approval Letter to Purchase

27 July 2040

Senior Engineer

Halifax Factories

JC, New Jersey 23456

Subject: Request for Approval to Purchase Items

Dear Ms. Snow,

Accept this as a formal request for approval to purchase items for the Electrical Engineering Department. We require the following items for the ‘City Transformer Repairs’ contract:

Item Name Description Quantity Price

Joints N/A 60 $300

Electric Poles standard wooden pole 35 $700

Electric wire 11KV 1500 meters $4,500

Due to the contract’s timeline, we wish to acquire these items from Bosch Industries by 1 August, 2040. Thank you for your time and consideration.

Sincerely,

Faisal Johannes

Junior Technician

Letter of Request for Approval to Purchase (Template)

Bottom Line

A professionally-written letter of request for approval to purchase will increase your chances of receiving a positive response. You need to present your request in a formal, polite, and accurate money. Include exact details, names, and dates. If there are timelines to be observed, make sure you mention them in your letter. Finally, always include the exact product prices. Avoid working with estimations as they may confuse later.