you have an assignment awaiting approval

Awaiting Approval or Pending Approval? Which Is Correct?

Marcus Froland

March 28, 2024

When you send off that all-important email or document, the wait begins. Your heart races as you check your inbox, hoping for a response. But when it finally arrives, the status reads either “Awaiting Approval” or “Pending Approval.” You pause, your finger hovering over the mouse. Which one did you hope to see? And more importantly, which one is correct ?

This might seem like a small detail in the grand scheme of things. However, in the world of English, where every word carries weight, choosing the right phrase can make all the difference. It’s not just about grammar; it’s about sending a message that you know your stuff. So, before you hit send on your next submission, make sure you understand the distinction. But here’s the catch: Is there really a difference, or have we been overthinking it?

When deciding between awaiting approval and pending approval , both phrases are correct but used in different contexts. Awaiting approval means someone is waiting for an approval to happen. It’s more active, as it involves a person doing the waiting. On the other hand, pending approval describes a status. It tells us that something, like a document or request, is on hold until it gets approved. So, if you’re talking about a person waiting for a decision, use “awaiting approval.” But if you’re referring to the state of an item awaiting a decision, “pending approval” is the better choice.

Understanding the Context of Approval in Language

In modern corporate environments, the approval process is an essential component of daily operations. Understanding the language nuances of contextual usage of “awaiting approval” and “pending approval” is key to communicating effectively. Both terms convey different expectations concerning the outcome of the approval process . Keep in mind that if the approval is confidently anticipated, using “awaiting approval” is appropriate. However, if there’s an element of uncertainty, “pending approval” should be chosen.

Let’s explore common scenarios in which these approval terms are employed. This will offer a clear understanding of their relevance and the circumstances in which they should be used:

• Project proposals awaiting management review
• Employee requests for vacations pending human resources’ approval
• Conference talks awaiting selection committee’s decision
• Journal articles pending peer reviewers’ feedback

In each of these scenarios, the level of certainty regarding the outcome plays a crucial role in determining whether “awaiting” or “pending” should be used in conjunction with “approval.” To succinctly emphasize this concept, consider the following quote:

“The art of communication is the language of leadership.” – James Humes

Effectively communicating expectations in the approval process is indeed a mark of proficient leadership. Accurate and appropriate semantics will not only enhance the comprehension of your writing but also add credibility to your professional image.

The Nuances of ‘Awaiting Approval’

When using the phrase “ awaiting approval ,” it conveys an expectation of approval, suggesting that the process is considered a formality. This section will provide some valuable examples where “awaiting approval” is the best option and explore the variances within the phrase itself.

Examples Where ‘Awaiting Approval’ Fits Best

• After submitting a budget report, you may inform your colleagues that you’re awaiting approval from top management, reflecting confidence in receiving authorization soon.
• When seeking permission to release a press statement, a public relations officer might say they are awaiting approval , suggesting they’re confident the statement will be sanctioned by their superior.
• Upon completing an application for a company-sponsored training program, it’s appropriate to express that you’re awaiting approval for your participation, displaying assurance in meeting the prerequisites.

In the examples above, there is a general vibe of certainty in approval , which makes the phrase “awaiting approval” the right choice.

“Awaiting approval” is preferable in scenarios where approval is nearly assured, often through the context of the situation or a pre-existing relationship with the approver.

Variances in the Phrase ‘Awaiting Approval’

There are subtle variations of “awaiting approval” that may include specifying the identity of the approver, changing the emphasis of the sentence. Some examples include:

• Waiting for approval from Janice, the project lead, before proceeding with the marketing campaign.
• Our new product line remains on hold, waiting for the approval of the CEO.
• The proposed international partnership is awaiting the Attorney General’s endorsement before proceeding with negotiations.

In these instances, mentioning the approver’s identity accentuates the confidence of receiving the necessary consent. Adopting the phrase “awaiting approval” nurtures a feeling of assurance and self-assuredness, especially in scenarios where the approver’s role is significant or if they have the final say on a matter.

Deciphering ‘Pending Approval’

When it comes to situations where there is an element of uncertainty, “pending approval” is the appropriate term to use. Employed most commonly in scenarios where the outcome is contingent on a responsible authority’s decision, this phrase reflects the ambiguity in the granting of approval. Examples of such uncertain situations include awaiting a decision from a budget committee or expecting a resolution from a regulatory body.

Pending approval represents the current uncertainty in the approval process, meaning that the final outcome is still unknown.

Understanding the contexts where uncertainty plays a significant role helps you develop a clear perspective in professional communication. The crux of this clarity is to recognize how pending approval corresponds to the decision-making process and potential ambiguity. Below are a few examples that illustrate the uncertainty in approval :

• Bank loan applications pending approval from the credit department
• Marketing campaign ideas pending approval from the executive leadership team
• New product launch pending approval from quality control and compliance teams

In these instances, it is crucial to be well-versed in your use of “pending approval” as it effectively conveys the uncertainty and emphasizes the need for clarity in decision-making. Recognizing the nuances between “awaiting approval” and “pending approval” equips you with professional and effective communication skills.

Common Scenarios for Using ‘Awaiting Approval’ and ‘Pending Approval’

Both “awaiting approval” and “pending approval” are prevalent in business communications where formal approval is integral to corporate operations and procedures. These terms are essential in discussions about mergers, infrastructure projects, financial regulations, and critical company strategies, emphasizing the importance of approvals in corporate governance.

Corporate Communication and Approval Processes

Within the corporate environment, the approval process is vital for ensuring that crucial decisions are made correctly and in compliance with the company’s established guidelines. The use of “awaiting approval” and “pending approval” in their proper context helps clarify the status of various projects and proposals, making it easier for team members to track progress and make necessary adjustments.

Real-World Applications of Approval Terminology

Outside of corporate contexts, “awaiting approval” is pertinent in scenarios where formal approvals are a procedural step, such as approving new technological projects, legal reforms, or education sector initiatives. “Pending approval” is often used in government communications regarding policy implementations, business, and international trade agreements, signifying that an approval process is in progress.

• New Technological Projects: A groundbreaking innovation requires final approval from the necessary agencies before public release. In this context, the phrase “awaiting approval” would be appropriate.
• Legal Reforms: A proposed legislative change may be pending approval from various government bodies, as it awaits review and analysis of its potential impact. In this context, the phrase “pending approval” should be used.
• Education Sector Initiatives: A new curriculum proposed for implementation may be awaiting approval from the education board, with the expectation that it aligns with the board’s requirements and will be accepted. In this case, “awaiting approval” would be correct.

By understanding the nuances of “awaiting approval” and “pending approval,” you can communicate effectively and accurately in both corporate and real-world scenarios, ensuring that your messages are clear and on point.

Grammatical Insights on ‘Awaiting’ vs. ‘Pending’

When considering the grammatical differences between “awaiting approval” and “pending approval”, both phrases are grammatically correct. However, the choice between these two expressions depends on the certainty of the approval outcome. Let’s explore how these terms are applied in various contexts and their distinctions in meaning.

Awaiting approval: The approval is viewed as a mere formality and there is an implied confidence in its being granted.

Pending approval: The outcome is uncertain and the decision relies on external factors or multiple decision-makers.

Beyond these definitions, another crucial aspect to consider is a sender’s viewpoint on the likelihood of the approval occurring. To better illustrate the differences in anticipation when using these phrases, let’s analyze some examples.

• A supervisor submits a report and expects to receive clearance from their boss. In this case, the supervisor would say the report is “awaiting approval.”
• A project proposal is submitted to a committee of stakeholders for review. As the decision depends on the collective agreement of the group, the appropriate term to use is “pending approval.”

Understanding the context and implications of each term ensures clear communication and assists in properly conveying the sender’s perception of the approval outcome.

Recognizing and applying the appropriate terminology helps convey the intended level of expectation and solidify the message that needs to be communicated. Paying attention to these pending vs awaiting nuances will ultimately enhance your professional communication by allowing you to choose the right phrase for the situation at hand.

Expert Tips on Choosing the Right Approval Phrase

As a professional, it is crucial to use the proper language when discussing approval processes in your communication. To ensure that you convey your message effectively and with the right level of expectation, follow the expert language advice outlined below for choosing between “awaiting approval” and “pending approval.”

To help with your approval phrase selection , consider the context in which you are using these terms. Assess the level of certainty associated with the approval process:

• Degree of certainty: If the outcome is highly likely or the approval is considered a formality, opt for “awaiting approval.”
• Outcome uncertainty: When the result is unknown or dependent on several factors, use the phrase “pending approval” instead.

“When using approval phrases, be mindful of the context and level of certainty involved. The right choice of words can greatly impact your professional communication.”

It is vital to select the appropriate approval phrase that matches your situation and conveys the correct level of expectation. By following the expert language advice outlined in this section, you can enhance your professional communication and make sure your message is interpreted as intended.

Closing Thoughts on ‘Awaiting Approval’ vs. ‘Pending Approval’

In summary, the primary distinction between the terms “awaiting approval” and “pending approval” is the degree of certainty associated with the approval process. “Awaiting approval” implies higher confidence in the outcome, while “pending approval” suggests a more uncertain or indeterminate status. Remembering the differences between these phrases is essential for clear and precise communication in various contexts, both within and outside corporate settings.

Summary of Key Differences

Understanding the context in which each term should be used is crucial. Opt for “awaiting approval” when the likelihood of a favorable outcome is high, and use “pending approval” when the decision is tentative or rests on further variables. This comprehension of the appropriate usage for each phrase enables effective communication while retaining a professional tone in business and real-world scenarios.

Final Recommendations for Appropriate Usage

To ensure the correct usage of approval terms , reflect on the expectations surrounding the approval process and tailor the choice of terms accordingly. Incorporating either “awaiting approval” or “pending approval” accurately can enhance your professional communication skills and convey the intended level of expectation to your audience. Stay mindful of these subtle distinctions, and you’ll find yourself navigating the complexities of the English language with ease.

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How to Say “Waiting for Your Approval” in an Email

When you’re in a professional setting and seeking approval for a task or project, it’s important to maintain a respectful and polite tone in your emails. Clearly expressing that you’re eagerly waiting for someone’s approval can help move things forward efficiently. In this guide, we’ll explore various ways to convey the message “waiting for your approval” in both formal and informal contexts. We’ll provide helpful tips and examples to assist you in crafting effective emails.

Table of Contents

Formal Ways to Say “Waiting for Your Approval” in an Email

In more formal or professional settings, it’s crucial to use language that denotes respect and professionalism. Here are some formal phrases you can use when waiting for someone’s approval:

1. “Awaiting Your Approval”

This phrase conveys a sense of patience and formality. It shows that you understand the approval process takes time, but you’re ready to proceed as soon as you receive the green light.

Example: “Dear [Recipient’s Name],\n\nI hope this email finds you well. I would like to inform you that I have completed the task assigned to me. I have attached the report for your review. Awaiting your approval to proceed with the next steps. Kindly let me know if you require any further information.\n\nThank you for your attention to this matter.\n\nBest regards,\n[Your Name]”

2. “Requesting Approval”

Using this phrase subtly reminds the recipient that the approval is an essential step, emphasizing the need for their timely response.

Example: “Dear [Recipient’s Name],\n\nI hope this email finds you well. I am writing to seek your approval regarding the proposed marketing campaign. Your insights and authorization are vital to proceed with the campaign launch. Please review the attached proposal and provide your response at your earliest convenience.\n\nThank you for your attention to this matter.\n\nSincerely,\n[Your Name]”

3. “Kindly Approve”

This phrase combines courtesy and a straightforward request for approval, creating a polite tone in your email.

Example: “Dear [Recipient’s Name],\n\nI hope this email finds you well. I would like to bring your attention to the project proposal I have submitted last week. Kindly review the document and grant your approval, as your authorization is essential to move forward. In case you have any questions or require further clarification, please don’t hesitate to ask.\n\nThank you for your time and consideration.\n\nWarm regards,\n[Your Name]”

Informal Ways to Say “Waiting for Your Approval” in an Email

In less formal or casual settings, such as when communicating with colleagues or acquaintances, you can adopt a slightly less rigid tone. However, it’s crucial to maintain professionalism even in informal contexts. Here are some phrases you can use:

1. “Hoping for Your Approval”

This phrase exhibits a sense of optimism and camaraderie, subtly conveying your desire for approval while maintaining a friendly tone.

Example: “Hi [Recipient’s Name],\n\nI trust you’re doing well. Just a quick update – I’ve finished the presentation that we’ve been working on. It’s attached for your convenience. Hoping for your prompt approval so we can schedule the meeting to present it to the team. If you have any suggestions or require any modifications, feel free to let me know. Thanks for your cooperation!\n\nBest regards,\n[Your Name]”

2. “Awaiting Your Go-Ahead”

This phrase uses a more casual expression, “go-ahead,” while still maintaining a sense of professionalism. It conveys a friendly and cooperative tone.

Example: “Hey [Recipient’s Name],\n\nJust wanted to inform you that I’ve completed the task you assigned me. The attached document summarizes the project’s current status. Awaiting your go-ahead to proceed with the next phase. If you have any questions or need additional information, feel free to reach out. Thanks for your time and cooperation!\n\nCheers,\n[Your Name]”

3. “Could You Approve This for Me?”

This phrase makes your request for approval more personal, as if seeking a favor from the recipient. It conveys a friendly tone while acknowledging their authority.

Example: “Hi there [Recipient’s Name],\n\nI hope you’re doing well. I’m reaching out regarding the project plan attached to this email. Could you please take a look and approve it for me? Your expertise and approval would mean a lot. Let me know if you have any suggestions or if anything needs further clarification. Thanks a bunch!\n\nTake care,\n[Your Name]”

When waiting for someone’s approval in an email, it’s crucial to strike the right balance between professionalism and friendliness. Combining appropriate phrases with a warm and respectful tone will help strengthen your professional relationships and foster effective collaboration.

Remember, always consider the level of formality required in your interactions based on the context and the recipient’s position. Feel free to adapt the provided examples to suit your specific needs and cultivate a positive email environment at your workplace.

Related Guides:

• Guide: How to Say “Waiting for Approval”
• How to Say “Waiting for Your Approval”
• How to Say Thank You for Approval in an Email
• How to Say Thanks for an Approval Email: A Comprehensive Guide
• Guide: How to Express Approval in Email
• How to Say “Pending Approval” in Spanish: A Comprehensive Guide
• Tips and Examples for Expressing Approval of Someone’s Voice
• How to Say Thank You for Vacation Approval

About The Author

Awaiting Approval or Pending Approval? Which is correct?

Both “awaiting approval” and “pending approval” are correct to say, but how you use them depends on the context of your sentence. 

The big difference between the two mainly depends on if you are waiting for something to be approved or if you are waiting to see if something will be approved.

Using both “awaiting approval” and “pending approval is very common in the English language, especially in the corporate world. Keep reading if you would like to learn more about how to use these phrases properly.

What Does Awaiting Approval Mean?

Another way to say “awaiting approval” is “waiting for approval from” or “waiting for the approval of.” In this case, you are still certain that you will get the approval, there is a specific person who needs to approve something for you.

What Does Pending Approval Mean?

“ Pending Approval ” means you are waiting to see if something will be approved. When you say that something is pending approval, you are usually not certain that you will get the approval you are looking for. 

Notice in the above example the tone that the speaker is given off. They are hoping that they will be able to get new computers, but it depends on whether they get approval from the budget committee and that is not certain.

Final Thoughts

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To check the status of your submission in our system, log into your ScholarOne Manuscripts account, and click on “Author.” Under the Author Dashboard Section, click on “Submitted Manuscripts.” 

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Manuscript Information contains a record of tasks that have been completed by authors, reviewers, and admins/editors. Each manuscript, including revisions, will have its own record. The page will expand as more tasks are competed.

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Blank by default, the Assign to Issue populates based on information entered in the Production Center Issue tool (optional). This information does not export to production, so it is only used for internal editorial tracking.

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The Companion Papers tool allows editors and admins to link manuscripts together. It is typically used to track duplicate submissions, revisions that have been submitted as a new manuscript rather than a revision, or resubmissions. Clicking “Search for a Companion Paper” will generate a screen where the manuscript in question can be selected. Once a manuscript has been added as a Companion Paper, this category functions similarly to Version History.

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The Audit Trail contains three main columns:

• “Date/Time” indicates when an action took place.
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• “Manuscript Status” will show the users who were assigned to the manuscript, decision (if applicable) and the task the manuscript was in when the action was performed.

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The drop down box or arrows next to “Events:” can be used to move to a different page. The Audit Trail will display the most recently completed tasks first.

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To view all emails that have sent, click “letters only.” This will remove all other tasks and show emails exclusively. Clicking “all” will restore the full view.

When viewing emails, the Event column will display the recipient and sender information, along with the subject and status (ie: “Successfully sent”.)

Clicking the envelope icon will generate a pop up window where you can see the body of the email.

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If an email needs to be resent, clicking “forward” will open an editable version that can be modified or resent as-is by clicking “Save and Send.”

Enter Correspondance

Toward the bottom of the page, there is a heading labelled “Enter correspondence sent/received from outside of ScholarOne Manuscripts.” In the corresponding box, you have the option of inserting an email that was not sent via Sage Track into the audit trail by filling out the fields provided. Clicking “Save” will enter the correspondence into the Audit Trail in the location that matches the specified date and time.

If you’d prefer that the author make the changes to the manuscript, you can unsubmit the manuscript using one of two methods:

1.Use the “Unsubmit” button in the Admin Checklist.

2. Use the “Click here to unsubmit the manuscript” link available in the Manuscript Files tab, available on the left side of the submission entry. This option remains open after the Admin Checklis task is completed.

Both unsubmit options provide an editable email for the purpose of informing the author why their manuscript has been unsubmitted. Unsubmission sends the manuscript back to the Author Center so the author can make the requested changes and resubmit the manuscript. The manuscript will retain the originally assigned ID.

Please note that manuscripts should not be unsubmitted after reviewers have been invited. This will cause any reviewer data, including completed score sheets, to be lost.

If you’d prefer to make the changes yourself, you can do so through the Manuscript Files tab.

To edit an existing file:

1. Enter Manuscript Files.

2. Click the file name of the document that requires editing. This will download the file to your computer, where it can be modified and saved using a word processing program.

3. Click the “Edit Details” icon corresponding with the edited document.

4. In the File Details window, upload the file using the “Upload later version of file” section. You may optionally leave comments or denote the new upload as a Minor Version or Major Version. Click “Save” once complete.

5. The new file will be added to the Version History. While the previous file will be retained for historical purposes, only the newest uploaded version will be viewable to reviewers.

a. If the previous version still appears when viewing the manuscript PDF proof, please clear your browser cache or log out of Sage Track and log back in.

To upload a new file:

1. Use the Upload File(s) button to select a new file

2. Select the appropriate File Designation from the dropdown list.

a. Please note that the Review File, Recommendation File, and Decision File designations are not intended for manuscript files. Instead, please use Title Page, Main Document, Figure, and so on.

3. Click “Upload” and “Save.”

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Please note that files should not be modified by uploading the updated document and deleting the previous version. When modifying an existing document, please use the instructions listed in “To edit an existing file.” The new file upload tool should only be used to add files that had not been previously uploaded by the author.

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Manuscript flags.

Sage Track Clarivate (STC) provides 10 color flags that can be used to flag manuscripts for easy identification “at-a-glance.”

Manuscript flags are available on a submission’s Manuscript Information tab by scrolling to “Flag This Manuscript.”

For example, the journal below includes labels for “Special Collection Paper,” “Editor Waiver Applies,” “See notes for discount instructions,” and “Requires re-review/additional review.”

However, these flags will remain unlabeled unless otherwise specified. To update flag labels, please reach out to [email protected] .

You can use multiple flags by selecting more than one from the checklist.

Once flagged, the colored flags will appear after the Manuscript ID in the manuscript header and be used to create custom reports.

NOTE: Flags can be configured to have the ability to carry over to revisions and to attach files. Please reach out to [email protected] for more information.

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Notes are only viewable to the Admin and Editor roles. Authors and Reviewers will not see the notes section.

Notes appear at the bottom of each tab within a submission’s Manuscript Details. See the image below (pulled from the ScholarOne guide ) for more information.

Adding a Note

Enter your preferred Title and Note text. Save.

Accessing & Editing Existing Notes

Notes appear at the bottom of the Manuscript Details page on all tabs.

NOTE: Notes can be configured to have the ability to carry over to revisions and to attach files. Please reach out to [email protected]   for more information.

Occasionally, authors may request to remove their manuscript from review. Because authors are unable to withdraw their own manuscripts, this must be done by a site admin. If you do not have Admin access or access to the “Manuscript Files” tab, please reach out to Sage

To withdraw a manuscript from Sage Track, please follow the steps below.

1. Locate the Manuscript via Quick Search

In the Admin Center, the quickest way to locate the manuscript is to perform a search in the Quick Search available on the right side of the page.

Please note that the manuscript can also be located in the Admin Lists, to the left.

2. Enter the Manuscript Files page

When the search results appear, select “View Manuscript Files” from the Take Action drop down bar.

You will be taken to the Manuscript Files page. Please note that this page may also be reached using the Manuscript Files tab on the left side of the manuscript entry.

3. Locate "Change Manuscript Status"

Once in the manuscript’s Manuscript Files page, scroll to the Change Manuscript Status box. “Click here to withdraw the manuscript” is the second link.

4. Additional Notes

• There is currently no way to rescind a withdrawal; if a manuscript is mistakenly withdrawn, please contact a member of the Sage Publications peer review team for assistance.
• Manuscript withdrawals do not impact the journal decision ratio, although the time to review (if reviews have been received) and time to decision (if a decision has been made) will be counted in the site’s turnaround time statistics.
• Once a manuscript is withdrawn, it can no longer be found in the Admin or Editor Lists. However, it can still be viewed by performing a manuscript search.

If an author requires additional time to submit a revised manuscript, their due date can be extended. This will allow the author to follow the standard revision process, rather than submitting their revised manuscript as a new submission with a new ID.

Manuscript due dates can be found in the “Peer Review Details” box of the “Manuscript Information” tab. To find these, follow the instructions below.

1. Enter the Admin Center

2. Locate the manuscript using the Quick Search or “Manuscripts Awaiting Revision” queue.

Please note that manuscripts are removed from Manuscripts Awaiting Revision once the revision due date has passed. These submissions can still be located via search.

3. Once you have located the manuscript, click the dropdown under “Take Action” and select “View Details.”

4. The due date can be found in “Peer Review Milestones.” This date can be altered by typing directly into the white box or using the calendar applet on the right to select a new date.

• The editable due date box only appears on the most recent version of the manuscript. If the option to change the due date is not available, scroll to “Version History.” Use the “Switch Details” button to toggle to the newest version. The newest version will be located first on the list.

• Due dates can only be extended in journals that utilize revision due dates. If this box is unavailable in the newest version of the manuscript and the revision has not been submitted, it is possible your journal is not utilizing due dates. In this case, please contact your Sage Track Support representative for further information.

Occasionally, an author will submit a revised manuscript as a new document and this document will be inadvertently processed. Other times, an author will re-submit a manuscript that had previously been rejected. In these situations, the Companion Papers tool can be used to link the two manuscripts together for easy reference.

1. Locate one of the manuscripts you would like to link and click “View Details” under the Take Action selection drop down.

2. Scroll to Companion Papers and click “Search for a Companion Paper.”

3. In the new window, locate the manuscript that should be linked by performing an advanced search, then click the “Search” button at the bottom of the page.

4. When the results appear, click the blue icon under “Use this Paper” to link the manuscript.

6. In “Companion Papers”, you will see the details of the manuscript this submission is linked to. You can also view the manuscript proof (“View Submission”), toggle to the Manuscript Information page of the companion paper (“View Details”), delete the listing, or search for a new companion paper.

If a decision has been made in error or an author has appealed the original decision made on their manuscript, you may undo the previous decision and select a new one in its place. You may send the manuscript back to reviewers if desired.

The “Contents” below contain an outline of the process; further information can be found beneath each heading, starting on page 2.

Please note that this tool is not intended to replace the revision workflow. If a manuscript requires a new decision after content changes have been made by the author, this new version should be submitted as a revision and a new decision rendered.

Enter the submission's Manuscript Information page

1.  Search for the manuscript by ID, title, or author name using the Quick Search feature.

2.  When the search results appear, select “View Details” in the “Take Action” drop down menu.

3.  This page is also available within the submission by clicking the “Manuscript Information” tab.

In the "Make Decision" box, use the button labelled "Rescind."

4.  The Make Decision box can be found toward the middle or end of the page. The “Scroll To…” dropdown box at the top of the page can be used to locate this box without scrolling.

5.  Click the “Rescind” button, located on the top right side of the Make Decision box.

6.  A pop-up window will appear. Click “OK.”

7.  An email template will appear alerting the author that the decision has been rescinded. Make edits to the text if desired, then click “Save and Send.”

Commit a new decision using the "Make Decision" task.

8.  After sending the “Decision Rescinded” notification, the page will refresh and return to the “Make Decision” task.

9. Click the radio button that corresponds with the new decision.

10.  A confirmation pop-up will appear indicating that a new decision letter must be drafted. Click “OK.”

11.  Click “Commit Decision.”

12. Make edits to the decision letter text if desired, then click “Send and Commit Decision.”

Additional Options

• If additional reviews are necessary before making a new decision, you may increase the number listed in “# reviews required to make decision” and click “Save” to return to the Select Reviewers step.

Finding and Navigating E-mail Templates

Where to find.

The E-Mail Templates can be found in your Admin Dashboard, under ‘Admin Tools’. After clicking ‘Email Templates’ you will be taken to the templates, where you can select the area.

Select Area

The templates are separated in to categories, and you can navigate these using the ‘Select area’ drop-down list.

• Hyperlink E-Mail: the templates used when a user name is clicked on. These should usually be blank.
• System E-Mails: contains automatic e-mails sent at various stages in the process, from ‘Account Created’ to ‘Manuscript Exported’.
• Decision Letters: all decision letters sent to authors and/or reviewers.
• Invitation E-Mails: letters sent to reviewers to invite them to review a manuscript.
• Invitation Response E-Mails: the automatic response e-mails following a reviewers invitation response.
• E-Mail Notifications and Reminders: contains all the reminders sent to editors and reviewers for tasks assigned to them.
• Author Reminders: contains reminders sent to author for resubmissions.
• Printable E-Mail Letterhead: not in use.

Commonly Edited Templates

The template areas most often used are:

• Decision Letters
• Invitation & Invitation Response E-Mails
• E-Mail Notification and Reminders

View and Modify Templates

Edit templates.

To view and modify an e-mail template, use the ‘Modify’ button as shown below. This will open a new window (pop-ups will need to be allowed in your browser). The e-mail will need to be edited in both the Submitted Workflow (new manuscripts) and Revised Workflow (manuscripts that were sent back to authors for revision and have since been resubmitted).

For example, to change the Accept Decision letter you would need to modify the SW (submitted workflow) template and then the RW (revised workflow) template.

Using the ‘Modify’ button will open a new e-mail window, where you can view and edit the e-mail. The top half of the window will show a preview of the current e-mail, and the bottom half includes the editable e-mail template. Here, you can change the wording or add/remove e-mail tags as needed. To view all the e-mail tags, click ‘View E-Mail Tags’.

Once you are finished with editing, click ‘Save and Preview’ to check your changes.

Create New Template or Add Task Related E-Mail

To create a new template, go to the area and task you’d like to add to and click ‘add template’. For example, to add a new Invitation E-Mail, go to ‘Invitation E-Mails’ and click ‘add template’ next to the related task.

This will open a blank e-mail window where you will need to add the e-mail body, To and From fields and the Subject. You will also need to name the template, following the other title formats of ‘SW -…’ or ‘RW -…’.

The ‘From’ and ‘To’ fields will need to use the corresponding tags, and the ‘Subject’ and ‘Body’ can use text with tags. To find the corresponding tags, use the ‘View E-Mail Tags’ button or reference related e-mail templates.

Once the new template has been saved, it will appear under the task. To make the template available, tick ‘Active’.

For task related e-mails, tick ‘Edit Before Sending’ and ‘Required for Event’. This will allow the editor to select which template they want to use when it generates. Add the template to the Revised Workflow as needed.

Using E-mail Tags

The e-mail tags are used in the templates to generate the relevant information for each manuscript, and using them also ensures that the correct Admin and EIC contacts will be used following editorial transitions.

E-mail Tags can be found by opening any e-mail template and clicking ‘View E-Mail Tags’. This will open a new window that lists all the tags available on the site.

Each tag also has a brief description of the information it will generate, so when looking for a specific tag use Ctrl+F to find a match.

Admin & EIC Contact Tag

The Admin and EIC contact tags will pull the name and e-mail address of the users listed in the Admin Configuration settings.

The Admin contact tags:

• ##EMAIL_CONTACT_ADMIN_CENTER_EMAIL##
• ##EMAIL_CONTACT_ADMIN_CENTER_NAME##

The EIC contact tags:

• ##EMAIL_CONTACT_EIC_CENTER_EMAIL##
• ##EMAIL_CONTACT_EIC_CENTER_NAME##

Changing Admin or EIC Contact

The Admin and EIC contact should be changed during editorial transitions, or when a new Admin or EIC takes over the role.

To change the contact, go to the Admin Configuration Settings and scroll down to Set E-Mail Contacts. Update the name and e-mail address of the corresponding user and click Save.

Reminder Timescales

The site will send out reminder emails for certain tasks, and most of these timeframes can be edited from within the e-mail templates.

Reviewers will receive invitation response reminders following the initial invitation to review. These are usually 3 and 5 days following, but these timescales can be edited in ‘Admin Configuration’.

Reviewers and Editors will also receive task related reminders, which can be found in ‘E-Mail Notifications and Reminders’.

The reminders are triggered by one of two fields, When Task Enters or Reminder Days.

When Task Enters will trigger the e-mail to send when one of the following is selected:

• Pending (task has started)
• Processing (task in process but not complete)
• Overdue (task has reached due date)
• Completed (task completed)
• Abandoned (action no longer needed, but task still open)
• Rescinded (manuscript moved back from step)

Or, a specific timeframe can be selected by entering the number of days before or after the task begins to send the reminder.

An example of these triggers is in the Reviewers Score task, as shown below. The ‘-7’ indicated that the ‘Reviewer Score due in 1 week’ e-mail should send 7 days before the task is due. The ‘7’ indicates that the ‘Reviewer Scores are 1 week late’ e-mail should send when the due date is 7 days passed but the task has not been completed.

The ‘Overdue’ field will trigger the ‘Reviewer Scores now due’ e-mail to send on the day the review is due. The ‘Completed’ field indicates that the ‘Thank you for submitting your review’ e-mail should send when the reviewer has returned their review, therefore completed the Reviewer Score task.

Download .xml Templates

It’s recommended that e-mail tags are used to populate names and e-mails, rather than typing them directly in to the templates.

This means that when a user role is updated, the e-mail templates will automatically be updated. If there is an instance where a name or e-mail address has been hardcoded in to the templates, you can find the templates to edit by downloading an .xml of all the templates. This option is at the bottom of the E-Mail Templates, in ‘E-Mail Tools’.

Once this file has been opened, you can use Ctrl+F to search for specific names, e-mail addresses or phrases and make a note of the templates they appear in to then edit on the site.

Note: please do not edit within the .xml and re-upload as this can cause duplications and errors. Only edit within the Modify Template window.

If your journal Editorial team regularly check queues and therefore do not require the system generated prompts and reminders, follow the below guidance to de-activate them.

To turn off reminder emails, go into the ‘Admin Centre’ dashboard and scroll down to the ‘Admin Tools’ section and select ‘Email Templates’.

You will be directed to a new page where you will need to select the ‘Email Notifications and Reminders’ tab from the ‘select area’ drop-down menu.

Starting with the ‘Submitted Workflow Tasks’, search for email reminders that are currently set up to go out to the Admin role and uncheck the ‘active’ box.

Once inactivated, scroll to the bottom of the ‘Submitted workflow Tasks’ section and click ‘Save’.

Please note: reminders to EIC/ AE/ Editor roles and reviewers should not be made inactive unless previously discussed with your Publishing Editor.

You will then need to repeat the same process for the ‘Re-submitted Workflow Tasks’ (if applicable), ‘Revised Workflow Tasks’, and the ‘Accept Workflow Tasks’, remembering to click ‘Save’ after you have inactivated any templates.

Email reminders you may want to consider inactivating:

Submitted, Resubmitted and Revised Workflow templates:

-Awaiting Checklist Completion

-Awaiting EiC assignment

-Awaiting AE Assignment

Accepted Workflow templates:

-Awaiting Production Checklist

-Awaiting Assignment to Batch

-Notice to Admin: Form is now due

• Journal Author Gateway
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• Editor Guide to SAGE Editorial and Publishing Policies
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• Impact Factor & Ranking Results
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• Making Decisions
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• Account Management in Sage Track
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• Sage Chinese Author Gateway 中国作者资源

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Feb 17, 2023

Ask for approval by email – with 7 samples and a template

We've made it easier to get a 'yes' with our tips and 7 email approval samples suitable for professional use.

Lawrie Jones

Table of contents

Approval emails have a clear purpose: to get a rubber stamp from your boss or sign-off from a key stakeholder.

An approval email provides evidence and an audit trail that your boss (or other person involved) has agreed upon all your decisions.

Writing an email to your boss requesting approval is a basic business skill, but we can show you how to do it better!

We've made it easier to get a yes with our approval request article packed full of expert advice. We explain the main parts of a persuasive message and provide 7 email approval samples suitable for professional use.

How to write an approval request email

Before we get into how to write approval requests, let's define what they are.

An approval request email is a formal message to gain their agreement on a course of action, activity, or decision you have made.

You may have to ask for approval before acting– such as spending company money or agreeing on a contract. In other cases, your approval request may be required, such as submitting an expenses claim, for example.

Approval emails are formal requests for confirmation, so they should be simple and clear to read, understand, and reply to.

They can (and should!) be saved somewhere. Why? Because you may need to refer to them in the future. Keeping your approval emails can avoid embarrassing questions about an expense claim, leave request, contract, or decision.

The best approval emails have a single purpose and should be simple to understand and action.

Approval request email format

The approval email format is standard . If you understand the basics of effective email writing, you'll already know the three core parts:

• Superb subject line
• Compelling body copy
• Straightforward sign-off

Let's look through each of these in more detail to define best business practices.

1. Approval email subject line

Your subject line has to be attention-grabbing, but it must also be concise. (And it must be relevant to the request!) The simplest approach is to be straight up with what you're asking:

• Approval request: Expenses claim (date)
• Can you approve my (details)
• I need your approval for (details)
• Please approve (details)
• Leave request – approval needed
• Contracts are ready – can you approve?

There's no need to get creative here; just stick to the basics. If your request is urgent, it's worth adding an approval date:

• Urgent approval needed for (details)
• Approval needed by (date)
• Please approve by (date)

These may seem less friendly than other emails, but don't worry too much if you're being pushed for a decision.

2. Asking for approval email body

Every email – including approval requests – begins with a basic introduction. Then, you can provide a brief refresh of information if needed. Finally, hit the person up with a clear request.

• I'm contacting you to request approval for my leave request. I wanted to take off (insert dates). Is this OK?
• I have attached a copy of my recent expense claim. Can you review it and approve it, please?
• We've made huge progress on the contract with (customer), and we're ready to sign. Before I send it to them, I wanted to share it with you for your approval.

This is a great start, and in some cases, it may be enough. In other cases, you may need additional details and supporting information, such as deadlines. You can use bullet points to break up emails and make requests easier to understand.

• I wanted to explain some of the expenses in the claim.
• To help you understand some of the changes in this contract, I've listed them below in bullet points:
• (Drop in the details here)

You can also provide supporting information to help people

• I have checked the office calendar and see there's adequate coverage during my proposed leave dates.

3. How to end an email asking for approval

You'll want to focus on using polite language in your professional emails, but don't shy away from a call-to-action (CTA).

• Can you confirm that you have received my email and approved my request?

Next, express gratitude and set out the next steps.

• I appreciate your consideration of this request. Once I've received your approval, I'll share it with (person's name).
• I know you're busy, but it would be great if you could sign off my leave request by (insert date).

Don't forget to add your preferred contact details, a sign-off (kind regards, many thanks, etc.), and your signature.

7 approval request email examples

It's essential you understand how to create approval emails, but using real-life scenarios is an effective way to demonstrate these principles in practice. Here, we share 7 examples of common approval requests.

You'll see how each is tailored to specific situations and captures the professional tone of voice we've talked about previously.

1. Formal request for approval email sample

Formal email requests embody everything we've been talking about. It's written in formal language and a professional tone appropriate for business situations. OK, so it's not the most exciting email – but it's laser-focused on getting a response!

• State it simply with bullet points

2. Follow-up email for approval sample

If your initial message is ignored, then send an approval follow-up email . These act as a polite reminder of the previous message and include a clear request for a response.

Inaction is an action, so detail the following steps if you receive no response.

3. Seeking approval from boss email sample

When writing to your boss in business, you'll need to nail the professional tone. That means pushing for the answer you need but not upsetting or offending someone.

The key is to provide a clear request for your boss. They're going to be busy, so while it's essential to justify the request, the most effective approval emails are as short as possible.

4. Approval needed reminder email sample

Sometimes you may need to provide a prompt for a reply. A gentle reminder can still contain a clear request for a response. You're emailing for a reason, so explain the urgency of the matter.

5. Request for approval of expenses email sample

Expense claims will need a manager's approval, so be sure to save this sample. This clear and concise request contains details of expenses alongside supporting documentation. This expense approval request email has everything you need to get paid!

• It's important to highlight and explain significant expenses or missing receipts or documents

6. Sample email for overtime approval

If you're working outside the 9-5 – or, more accurately, your contracted hours – you should be due overtime! You must provide details of the overtime request, including hours and dates worked, alongside a total. Always include an explicit request for approval.

If your overtime hasn't been pre-approved, add a justification for the request (such as an urgent project or customer request).

7. Leave approval request email sample

Holiday request (or leave request) emails or messages must be sent to your manager before booking a trip, holiday, or other activity. Always include details of the days (or weeks) you need off. If your absence could impact the team, mention potential backup if needed.

Approaching your boss with a plan is going to get the best results! We hope you're going somewhere nice...

Approval request email template

If none of the previous request email samples is suitable, this customizable template is for you. It's super-formal, with simple and professional language, which makes it appropriate for various scenarios.

Work through the template from top to bottom, filling in the gaps and deleting unsuitable or irrelevant sections. By the time you reach the end, you'll have a professional approval request that’s right for every purpose.

• Insert details if required

Asking for approval using Flowrite

Requests for approval can largely be automated with Flowrite . Here's what we mean:

Flowrite is your personal email writing assistant, that uses AI to speed up your messages.

Final words of approval

Approval request emails aren't fun to write. But they have a critical professional function.

Getting approval gives you peace of mind and protection that the decisions you've made (or requests you've made) have been agreed upon. So you can sit back, book your leave, or wait for your expense claims to hit your bank account!

Don't try to be overly friendly or informal. It is crucial to get straight to the point, say it confidently, and be clear. It’s the best way to get the quickest response.

Supercharge your communication with Flowrite

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Try it yourself

Leave request

Reply to: "

Received message

booking holiday can i take last two weeks of july off iris will cover for my clients but most of them are on holiday too hope to hear from you soon!

Generate a reply

Generate an outreach

Formal request

requesting help on restructuring project of our shared client SkyTech let's discuss details over call or video conference your advice invaluable

Share this article

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• LearnDash Core
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• Enable Assignments

Manage Assignments

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• Assignments

This article will walk you through all the ways in which you can manage uploaded assignments. If you have not yet read our article on how to enable assignments , we recommend reviewing that first.

Table of Contents

• 1.1 Where to Find Them
• 1.2 Assignments Per Page
• 1.3 Filter Assignments
• 1.4 Search Assignments
• 2 Download Assignments
• 3.1 What the User Sees
• 4.1 What the User Sees
• 5 Provide Feedback/Comments
• 6 Delete Assignments
• 7.1 Was this article helpful to you?

Viewing Assignments

By default, admins with the Administrator role will be able to fully manage all uploaded assignments, and Group Leaders can manage assignments uploaded by users who are part of the group that they administer. However, there are user management plugins that allow you to expand these capabilities to other users & user roles.

Where to Find Them

• Navigate to LEARNDASH LMS > ASSIGNMENTS
• You’ll immediately land on the  All Assignments screen, where you can see all uploaded assignments

A few things to keep in mind when viewing assignments.

• By default, you’ll see a maximum of 20 assignments per page
• Assignments are sorted in reverse chronological order (most recently uploaded assignment appears first, at the top)
• Use the navigation arrows at the top & bottom of the table to locate the rest of your assignments (if you have more than 20)

Assignments Per Page

If you’d like to view more than 20 assignments at a time:

• Click the  Screen Options tab at the top of the page
• In the “Number of items per page” box, enter your desired number of assignments
• Click the  Apply button

NOTE The higher the number you set, the longer it will take this admin page to load. In most cases, we don’t recommend you go much higher than 100 per page.

Filter Assignments

If you have hundreds or thousands of assignments, viewing all assignments on one page based on when they were uploaded might not be the most helpful. You can filter assignments based on the following criteria:

• Date uploaded
• Course uploaded to
• Lesson uploaded to
• Approval status

To filter assignments:

• Locate the filter bar near the top of the screen
• Click the dropdown menu for the criteria you want to filter by
• Choose a date, course, lesson or approval status
• Click the  Filter button

You can use multiple filters at once. For example, you can filter by assignments uploaded in March 2019 , to Course A , which are Not Approved .

Search Assignments

Another way to locate a specific assignment is to search for it.

• You can only search the Title column, which is equal to the file name. You cannot search by author or user’s name.
• If you plan to utilize the search feature while managing assignments, you might want to ask your users to name their file in a specific way so they are easier for you to find.

If you allow multiple file types to be uploaded, you can use the file extension to find all assignments of the same file type. For example:

• Search pdf to find all PDF files
• Search mp3 to find all mp3 audio files

Download Assignments

There are two ways to download a user’s assignment.

From the “All Assignments” screen (easiest):

• Hover over the row that contains the assignment you want to download
• Click the  Download link

From the single assignment view:

• From the  All Assignments screen, click on an assignment to edit it
• Locate the box titled  Assignments
• At the bottom, next to  Actions , click the  Download button

Approve Assignments

WARNING Once you’ve approved an assignment, you cannot unapprove it.

You can approve an assignment from the All Assignments screen, or on any individual assignment.

From the “All Assignments” screen:

• Under the  Status column, simply click the  Approve button

When viewing an individual assignment:

• Scroll down to the  Assignments box
• Next to  Points , click the  Update & Approve button (adjust the points first, if necessary)

What the User Sees

When assignments are pending approval, the user will see a note explaining that they have assignments awaiting approval.

Award/Adjust Points

If you’ve enabled points for an assignment upload, you can adjust them at any time.

You can only adjust points on this screen if the assignment has not been approved yet.

• In the  Points column, enter the number of points you’d like to award
• In the Status column, click the Approve button

If the assignment has already been approved, you can adjust points from the individual assignment page .

• Click on the assignment you’d like to adjust points for
• Next to  Points , enter the points you’d like to award
• Click the Update & Approve button

NOTE Adjusting points is always available, even after you’ve approved an assignment. There is no limit to the amount of times you can adjust the points.

When viewing a lesson or topic to which they’ve uploaded an assignment, the user will see how many points were awarded for each assignment.

Provide Feedback/Comments

As a course administrator, you have the ability to provide feedback (or comments) on assignments.

NOTE Make sure you’ve enabled comments in your global assignment settings .

• From the  All Assignments screen, click on the assignment you’d like to provide feedback on
• Scroll down to the  Comments box
• Click the  Add Comment button
• Type in your feedback
• Click the  Add Comment button once more

When your users view the lesson or topic that they uploaded assignments to, they’ll be able to see that you’ve posted a comment.

• They can click on the comment icon to be taken to the individual assignment page where all comments are listed.
• They’ll be able to respond with their own comments, as well.

Delete Assignments

Many course administrators choose to keep all assignments so they can be referred back to. However, you might want to delete your assignments (when a course is over, if the user is no longer a student in the course, etc.).

To delete an assignment:

• From the  All Assignments screen, hover over the row for the assignment that you want to delete
• Click the red  Trash link

The assignment will immediately disappear from the lesson/topic page, and the user will no longer be able to see it.

However, as an admin, the assignment is placed in a trash bin. It can be recovered for up to 30 days, at which point it will then be permanently deleted.

Notifications

It’s also possible to send & receive notifications about activity on assignments, to both administrators & users. The following options are available:

• When a user has uploaded an assignment
• When an assignment is approved

For instructions on how to set this up, please reference our documentation for the Notifications Add-On .

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Submitted my paper. Now what?

Feb 18, 2022 | Scholarly publishing

There is something of an air of mystery as to what actually happens to your manuscript once you’ve pressed that “submit” button. It seemingly goes off into cyberspace and you are left playing the waiting game.

These days, if you’ve submitted to a journal via an online submission system, you will be able to track its progress to some extent as you will generally be able to see what stage it’s at. The names of these stages can, however, seem fairly vague and almost worse than no information at all.

So let’s translate them. There are many different submission systems and the stages a manuscript goes through during peer review does differ system to system (and, indeed, journal to journal), so for the purposes of this post we’re going to look at the most common stages of the most common submission site: ScholarOne (formally Manuscript Central).

First Steps

Initially your manuscript will go through stages such as “Awaiting Admin Checklist” and/or “Awaiting Editor Assignment” depending on how new submissions are initially checked on the journal. These stages tend to be moved through fairly swiftly as they are just the editorial team checking that your submission is suitable for peer review and then deciding which of the editors will be responsible for it during the process.

Awaiting Reviewer Selection

This is the first stage of the peer-review process and your manuscript will be here until the assigned Editor has selected some suitable experts to invite to review.

Once enough reviewers have been selected, the manuscript will move on to the next stage. If only one reviewer agrees to review and all the others decline the invitation, however, your manuscript may well return to this stage while the Editor selects more. So if you log in to check on progress several weeks after submission and find your manuscript at this stage, it doesn’t necessarily mean that no action has been taken.

Awaiting Reviewer Invitation

This means that potential reviewers have been selected, but have yet to be invited. Manuscripts quite often return to this stage if not enough of the invited reviewers accepted the invitation so further invitations need to be sent. It’s quite common for editors to select a lot of reviewers, but only invite a few at a time.

Awaiting Reviewer Assignment

This rather ambiguous stage is when reviewers have been invited, but we are waiting for the required number to agree to review. In other words, at this point, the ball is squarely in the reviewers’ court!

In an ideal world, enough of the invited reviewers will agree to review and your manuscript will move on to the next stage. In reality, however, it is quite normal for invited reviewers to be unavailable and for your manuscript to return to one of the earlier stages a couple of times.

Awaiting Reviewer Scores

This is the stage that the editorial team will be striving to get your manuscript to as swiftly as possible. If your manuscript is at this stage, then enough experts have agreed to read and evaluate it and we just need to wait for the reviewers to return their comments so that a decision can be taken.

Once through this stage, your manuscript will move on to a stage such as “Awaiting Recommendation” and/or “Awaiting Decision” and it generally won’t be long before a decision is sent to you.

So That’s It?

That’s it. There are, of course, many things that can cause delays to the process, but the majority of manuscripts move from one stage to the next fairly swiftly.

• Company information and news
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After submitting

In this section:

• NEW! Featured Author Support
• Tracking your submission
• My paper has been accepted – what next?
• Appeals and rebuttals
• BMJ Article Transfer Service
• Abstracting and indexing
• Archiving, permissions and copyright
• Article metrics and alerts
• Correction and retraction policies
• Publication embargo
• Rapid responses

The review process

1. Awaiting Editorial Production Assistant Processing

The Editorial Production Assistant will carry out quality checks on your article at which point you may need to provide further information before your article is sent for Peer Review.

2. Awaiting Editor Assignment: 

Your article has passed initial quality checks by the Editorial Production Assistant and is in the process of being assigned to an appropriate Editor who will evaluate your article for scope, quality, and fit for the journal. Papers that do not meet these criteria will be rejected.

3. Awaiting Reviewer Selection

Your article meets the Journal’s scope and has been approved for peer review. The Editorial Team are in the process of finding suitable external expert reviewers that are available to review your article. Your article may also be sent to relevant Associate Editor’s for internal review. For most articles, a minimum of two reviews are required. Articles can be sent to multiple prospective reviewers before the required number are secured.

4. Peer Review in Progress

Your article has secured the minimum number of required reviewers. Peer reviewers are given 2 weeks to submit their review of your article. On the occasion that a reviewer withdraws from the process, the Editorial Team will begin the reviewer selection process again.

 5. Awaiting Editor Decision

Your article has now received the minimum number of reviews required to make a decision. The Editor will take into account the expert reviewers’ opinions to make an informed decision of accept, reject or revise.

6. In Production

Your article has been accepted and you will receive an email to confirm. Your article will move through the final quality checks and in to Production where it will be processed for publication. You will be emailed by the Production Editor with a timeline and be provided with a link to a platform called Publishing at Work where you can continue to track your article’s progress. More information about the Production process can be found here .

How To Write An Email Requesting Approval

Asking for approval can be a daunting task, especially when it comes to writing an email. Whether you’re seeking approval for a project, a budget, or a proposal, crafting an effective email can make all the difference. In this article, we’ll explore some tips and tricks for writing an email that will increase your chances of getting the approval you need. From crafting a clear subject line to outlining your request in a concise and compelling manner, we’ll cover everything you need to know to write an email that gets results. So, if you’re ready to take your email game to the next level, read on!

Table of Contents

What to Do Before Writing the Email

1. Identify the decision-maker: Before you start writing your email, make sure you know who the decision-maker is. This could be your boss, a manager, or someone else in a position of authority. Knowing who you need to convince will help you to tailor your email to their needs and preferences.

2. Understand the approval process: It’s important to understand the approval process before you start writing your email. This will help you to anticipate any questions or concerns that the decision-maker may have and address them in your email.

3. Define your request: Before you start writing your email, make sure you have a clear idea of what you’re asking for. This will help you to structure your email in a way that is easy to understand and persuasive.

4. Gather supporting information: If you’re requesting approval for a project, budget, or proposal, make sure you have all the supporting information you need. This could include data, research, or other relevant information that will help to make your case.

By taking the time to prepare before you start writing your email, you’ll be able to craft a more effective message that is more likely to get the approval you need.

What to Include in The Email

Once you’ve done your preparation, it’s time to start writing your email. Here are some key elements to include:

1. Clear subject line: Your subject line should clearly state what you’re requesting approval for. This will help the decision-maker to quickly understand the purpose of your email and prioritize it accordingly.

2. Greeting: Start your email with a polite greeting, such as “Dear [Name]” or “Hello [Name]”.

3. Introduction: In the first paragraph, introduce yourself and briefly explain the context of your request. This could include a brief summary of the project, budget, or proposal you’re seeking approval for.

5. Benefits: In the following paragraphs, outline the benefits of your request. This could include how it will save time, increase efficiency, or generate revenue. Use data and examples to support your claims.

6. Supporting information: If you have any supporting information, such as data or research, include it in the email or attach it as a separate document.

By including these key elements in your email, you’ll be able to make a clear and compelling case for your request and increase your chances of getting the approval you need.

Email Template – How To Write An Email Requesting Approval

Email Template for Requesting Approval

I hope this email finds you well. My name is [Your Name], and I am writing to request your approval for [Project/Budget/Proposal Name]. As [Your Position/Role], I believe that this [Project/Budget/Proposal] has the potential to [Briefly state the benefits of your request].

I believe that this [Project/Budget/Proposal] will [State the benefits of your request in detail]. It will also [Additional benefits of your request]. I am confident that this [Project/Budget/Proposal] will be a valuable addition to our organization.

Thank you for taking the time to consider my request. If you have any questions or concerns, please do not hesitate to contact me. I am more than happy to provide additional information or clarification.

Tips for Writing the Email

In summary, requesting approval through email can be a challenging task, but with the right preparation and approach, you can increase your chances of getting the approval you need. Before writing your email, identify the decision-maker, understand the approval process, define your request, and gather supporting information. When writing your email, include a clear subject line, a polite greeting, an introduction, a clear request, the benefits of your request, supporting information, and a closing. By following these tips and using the email template provided, you can write an effective email that gets results.

• Translation

Navigating peer review: Sitting and waiting – What can you do? What should you do?

By charlesworth author services.

• Charlesworth Author Services
• 17 September, 2019
• Peer Review Process

Congratulations! You’ve submitted your article to a leading international journal (hopefully with a high impact factor ) and have checked your author area within their online submission system to see that you’re now ‘awaiting reviewer scores’. Most online systems give authors the opportunity to check on the status of submissions : it’s a good idea to log in regularly to make sure that your article is moving through the peer review process . You will see little messages like ‘awaiting editorial approval’, ‘awaiting reviewer scores’, ‘awaiting editorial board comments’ and ‘decision pending’ as your article wends its way through this process. Eventually, an editor will make a decision and you will get your paper back with comments from peer reviewers .

Should you just sit, wait and do nothing as an author as this process runs its course?

No. One of the most common kinds of questions that we are asked during our paper writing and publishing workshops is along the lines of ‘I submitted a paper to a journal three months ago and I’ve heard nothing. The system still says ‘awaiting reviewer scores’. What should I do?’. Publication speed is very important to you as an author for obvious reasons: you must write to the editor if you have no news back about peer review and a reasonable amount of time has passed.

What constitutes a ‘reasonable amount of time’?

Well, the average length of time across the publishing industry from submission to online publication is three months or 90 days. We recommend writing to your journal editor if one month has passed and your paper appears ‘stuck’ in the submission system. Publishers are also interested in speed of publication, and many will use analytics to track this by journal and sometimes even by editor – so you are not the only one in this process with a vested interest!

Writing to journal editors about your paper

Authors, especially young researchers, are often nervous about writing directly to journal editors. Don’t be: this is your paper, your research, your career, and your future. [ Get in touch with our team at Charlesworth and we can provide you with short templates for writing these kinds of emails.]

Some quick tips:

- Be polite but direct when writing to a journal editor . What’s the issue that needs to be addressed?

- Make sure your email is positive: what solution are you proposing to the issue?

For example, let’s imagine that your research paper is stuck ‘awaiting reviewer comments’ and two months have passed with no news from the journal.

‘Dear Editor: I am writing on behalf of my co-authors to enquire about the status of our paper submitted on x date, entitled y’. We see that this article is ‘awaiting reviewer comments’ and more than two months have passed: we have therefore taken the opportunity to suggest the names of some additional colleagues who would be suitable peer reviewers’.

Don’t forget to include two or three additional names and email addresses at the bottom of your short message.

It’s always a good idea to write and interact directly with journal editors. As we’ve discussed before, they are very often also busy academic researchers, running their groups, supervising students, teaching and, also, managing journals. Papers get forgotten about, reviewers are not chased. You must take the initiative as an author : editors will appreciate and understand this! Don’t be pushy. Don’t be aggressive. Always be polite, constructive and offer solutions to save the editor time .

Once, in one of our author workshops , we were asked: ‘my paper has been in review with a journal for more than a year and I’ve heard nothing. What should I do?’. It’s your career. Please don’t let this happen to you!

Read next (third) in series: Navigating peer review: How to respond to peer reviewer comments – Minor revisions

Read previous (first) in series: Navigating peer review: Making your initial submission

Charlesworth Author Services , a trusted brand supporting the world’s leading academic publishers, institutions and authors since 1928. 

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Is it normal for a journal submission to show "awaiting assignment" for more than a month?

I submitted a paper more than one month ago. The status of my submission is still "awaiting assignment". May I ask if this is normal? How long have I to wait before formally asking the editor about the status of my submission? My field is mathematics.

• publications

• 2 It's a little unusual (but not uncommon). Sometimes it takes time to find a referee. It also depends on how busy your editor is. I would wait a few more weeks before enquiring with the journal. –  Kimball Commented Jul 18, 2014 at 1:29
• 2 This seems like a duplicate of something. Maybe academia.stackexchange.com/questions/18543/… or academia.stackexchange.com/questions/16624/… or academia.stackexchange.com/questions/24162/… –  StrongBad Commented Jul 18, 2014 at 6:57

It really depends on the journal. Have you been contacted by the editor upon receipt of your paper? If not, I would contact them immediately just to check up. A month is a long time to go with no word. My paper submissions (all to the Astrophysical Journal) have all been followed up by the editor within a week of initial submission.

• 1 There is an acknowledgement of receipt of my submission. However, I think it is computer generated. I did not received any follow-up email from the the editor. –  Kasvy Commented Jul 18, 2014 at 2:19
• 1 Then it can't hurt to send them an email inquiring. –  James Paul Mason Commented Jul 18, 2014 at 14:12

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Table of Content

Meet Our AI Email Writer

What is an approval email, 9 approval request email examples, request for approval email template, seeking approval from an employer template, leave request approval email template, expense claim approval request email template, shift change approval request email template, hiring policy change approval request email template, approval request email reminder template, procurement request email template, approval for overtime hours email template, format of an approval email, how to write approval emails (9 templates & samples).

No matter how brilliant your ideas and concepts are, you oftentimes have to present them to your supervisor for approval.

To convince your superior, it’s essential to emphasize the concept’s potential benefits, costs, and risks.

But how do I convince my supervisor when I’m mid at writing emails, you may think? What if we told you you got help? Our easy-to-use approved email templates can help you with developing a compelling email in minutes. Designed to address typical workplace scenarios, our well-written templates enable you to present your arguments professionally and courteously.

Moreover, our accompanying guide provides detailed insights into creating persuasive and polished approval request emails. Read on to learn how to write approval request emails expertly.

Before we present our approval email templates and samples, why not try our AI email writer to effortlessly compose effective approval emails.

An approval email is a formal message sent out by a team member or employee to their team leader, supervisor, or employer, seeking their consent on a course of action, activity, or decision they intend to make or carry out.

Approval request emails are commonly written by employees in the workplace to seek permission from a superior to represent the company in conferences, spend company money, take sick leave, etc. They should be simple, concise, clear to read, and easy to understand.

It’s best to keep a copy of this email to provide a reference point should any dispute or misunderstanding arise. It might also be useful for auditing and compliance purposes in some operations and industries.

Ready to send that email? Take a look at some of our approval email templates and examples to help you get started.

We have various approval request email examples tailored to specific and common real-life situations. They are written to professionally relay your ideas and present them in the most convincing way possible

Formal approval request emails are typically written in formal language. A professional tone may also be maintained throughout the email. These make it not the most exciting email to write. But they are necessary regardless, especially if they concern activities not directly under your control.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request your approval for [activity/decision]. [Provide a brief explanation or rationale for the request].

Kindly review the attached [documents/reports/information] related to this matter. Your approval is necessary to proceed further.

Please let me know if you have any questions or require additional information. Your prompt attention to this matter would be greatly appreciated.

Thank you for your consideration.

Best regards, [Your Name]

Sometimes, you need to be a little more pushy to get what you want. But care must be taken not to go overboard with it. This sample would give you insights on how to make your requests known in a compelling way without upsetting or offending anyone.

I hope this email finds you well. I am writing to seek your approval for [specific request]. After careful consideration, I believe that this will greatly [benefit or improve a certain aspect].

However, I understand that you may have concerns or questions regarding this matter. I would be more than happy to address any doubts or provide additional information that you may require. Please let me know if you need anything else to make an informed decision.

Thank you for your attention.

HIX Email Writer Write/Reply to Emails Instantly

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Quickly summarize a received email

Although you are entitled to take leave as per labor laws, it is crucial to inform your supervisor before choosing to be absent from work. Requesting leave from your supervisor is the professional way to handle vacation plans or any activity that keeps you away. This ensures smooth transitions and demonstrates responsibility. With this template, you can effectively communicate your planned time off, emphasizing your commitment to a smooth handover.

I hope this email finds you well. I would like to request your approval for my upcoming leave. I have planned to be absent from work from [start date] to [end date] for [reason].

I understand the importance of informing you in advance to ensure a smooth transition during my absence. I will make sure to complete all pending tasks and delegate my responsibilities to a trusted colleague.

Please let me know if there are any concerns or further steps I need to take for the leave approval process. Your guidance on this matter would be highly appreciated.

Thank you for your attention and understanding.

Did you make any out-of-pocket expenses on your last trip? Getting reimbursed shouldn’t be a problem as long as you can properly highlight these expenses and provide supporting documentation alongside. This expense claim approval request sample shows the logic and style you need to approach the situation to get paid promptly.

I hope this email finds you well. I would like to request approval for my expense claim for the recent trip I made.

I have made certain out-of-pocket expenses during the trip and have attached all the necessary supporting documentation. These expenses include transportation, accommodation, and meals.

I kindly ask you to review the expenses and consider approving my claim so that I can be reimbursed promptly. If there are any concerns or questions regarding the expenses, please do not hesitate to reach out to me.

Thank you for your attention and prompt action on this matter.

Sometimes, we need the flexibility to properly juggle our professional and personal lives. You can request modifications to your work schedules or swap shifts with colleagues to give you time for other activities. But you might need to send a request approval email first. A good employer is interested in your welfare too. If you have one, be honest about why you need a shift change, and you may be approved for one.

I am writing to request a shift change for [date(s)] due to [reason]. [Explain the reason briefly]. I understand that this request may cause inconvenience and I apologize for any disruption it may cause. However, [provide a valid reason for the request]. I believe that by swapping shifts with [colleague's name], both our schedules can be accommodated effectively.

I have already discussed this with [colleague's name], and we both agree to make this arrangement. [Colleague's name] has kindly agreed to take my shift on [date/time] in exchange for me covering their shift on [date/time].

I assure you that I will complete all necessary tasks before handing over my responsibilities to [colleague's name]. This shift change will not affect the overall productivity of the team.

Thank you for your understanding and consideration. I look forward to your positive response.

Are you a hiring manager? Do you consider the company’s hiring policy outdated and nonconforming to modern practices? You can suggest a change using an approval request email. These emails explain the rationale behind the proposed modification. You may also attach the reviewed policy and seek consideration and approval for implementing the changes.

I hope this email finds you well. I am writing to request your approval for a change in our hiring policy. After conducting a thorough review, I have identified some areas that require modification to align with modern practices.

I have attached the reviewed policy document for your consideration. The rationale behind the proposed changes is to ensure that our hiring procedures are more efficient, inclusive, and in line with industry standards.

Kindly review the proposed modifications and consider granting approval for the implementation of these changes. Your support in this matter is greatly appreciated.

Have you sent an approval request email, eagerly waiting for a response, only to be met with silence? It is not uncommon for supervisors to become overwhelmed with the workload, inadvertently causing your email to slip through the cracks. Cheer up; all hope is not lost! You can prompt them to address your initial approval request by sending a gentle reminder.

I hope this email finds you well. I am writing to gently remind you of the approval request email that I sent you on [date]. I understand that you may be busy with other tasks and responsibilities, but I wanted to ensure that my request does not get overlooked.

It would be greatly appreciated if you could take a moment to review and respond to my initial email at your earliest convenience. Your approval is crucial for [reason for approval] and I look forward to receiving your prompt response.

Simple moves like getting new office supplies, tools, and equipment may be all you need to block out frustrations and boost your productivity. But you need your supervisor’s approval for that, don’t you? With this persuasive email template, you can clearly articulate your needs, emphasizing the benefits of these purchases while at it. This increases your chances of approval.

Dear [Supervisor's Name],

I hope this email finds you well. I would like to request your approval for the procurement of new office supplies, tools, and equipment. These purchases will greatly contribute to improving our productivity and blocking out any frustrations caused by outdated or insufficient resources.

By investing in these necessary items, we can ensure that our team has the appropriate tools to perform their duties efficiently, resulting in enhanced work outcomes. Additionally, providing our staff with updated equipment demonstrates our commitment to their success and satisfaction.

I kindly ask for your consideration and approval of this procurement request. Thank you for your attention to this matter.

Working outside normal business hours can attract extra pay. This includes working outside your contracted hours, on weekends or on holidays. But you have to update your employer on how many extra hours you have had to put in to get things done. The perfect way to do this is to send an overtime request email. You can modify this template to suit your specific situation and send it at once.

I hope this email finds you well. I am writing to request approval for the overtime hours I have worked recently.

Due to [specific reason], I had to work outside my regular contracted hours to complete [specific task or project]. In total, I have worked [number of extra hours] extra hours.

I understand that working outside normal business hours can attract extra pay, and I wanted to ensure that I update you on the additional time I have put in to get things done. I kindly request your approval for these overtime hours.

Thank you for your attention to this matter.

When reviewing our templates, you'll find they consist of three essential parts: a powerful subject line, a compelling body, and a simple sign-off. A standard approval request email should incorporate these elements effectively. Let's delve into each part, offering examples along the way to assist you in drafting your emails from scratch. By the end, you'll be equipped with the tools to create clear, concise, and persuasive email requests.

Subject line of an approval email

In every email writing guide, you'll find advice on the importance of an attention-grabbing subject line. However, it's equally vital for it to be straightforward and concise. Why? Because while an interesting subject line sparks curiosity and compels the recipient to prioritize opening your email, its conciseness provides a preview of the email's content.

By being upfront about your purpose, you avoid misleading the recipient when they open it. Let's explore how combining attention-grabbing, straightforwardness, and conciseness in your subject line ensures clarity and effective communication.

Some subject line suggestions for an approval request email include:

• Request for overtime approval: (Date/Time range)
• Approval needed for expense claim
• Can you approve the (details) contracts?
• Shift swap approval request: (Date/Time)
• Approval needed for leave: (Dates)
• Can I get your approval for (Details)?

There’s a very thin line between being creative and sounding informal. So, if you are worried about not using the right tone for your subject line, go formal and conservative.

Email body of an approval email

This is the main message to the reader. It begins with an introduction like:

“I hope this email finds you well. I am writing to request your approval for this project (including project details). And a follow-up request like:

• “Your guidance and authorization are needed in beginning this project and ensuring its successful completion.”
• “Our team incurred some extra expenses on our visit to the I have attached a copy of my expense claims. Can you review and approve?”
• “I have checked the shared department calendar and can see that the department has enough coverage within the following dates. Can you approve my leave request for (Date)?”

This is a great way to make your great request; in some cases, you do not need any more information. However, if there is a need for additional details and supporting information, you can include them thereafter. For instance, if you are submitting an expense claim email, you can provide some explanation for some of the expenses in the claim.

Closing an approval email

Complete your email in a polite manner. Do not forget to include a call-to-action (CTA) to prompt your supervisor to act on the email content.

An example of a CTA for an approval request email is

• Can you confirm receipt of my email and approval of my request?

Follow this up by showing appreciation for reading through your email.

• Thanks for reading through this email. I am looking forward to receiving a response from you.
• I would appreciate it if you could take time out of your busy schedule to review and sign off my leave request for (date).

Sign-offs like Kind regards and Many thanks are great ways to end your email. Your signature and contact details should follow soon after.

Master the art of writing effective approval request emails to enhance your professional success. Your email should have a professional tone to it and be as convincing as possible. Our templates and samples embody this and are free for use. You may also choose to write a more custom email using AI-powered email drafting tools like HIX.AI .

Related Posts

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How To Send Effective Follow-Up Emails (5 Samples & Templates)

Need to send a follow up email? Learn how to write a follow up email, including defining the correct follow-up message format and some hints and tips from HIX.AI experts.

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Do you consider yourself not so great at writing convincing proposal emails? Do not sweat it. You can draft one quickly using our professionally written and detailed proposal email templates.

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awaiting for your approval vs waiting for the approval

Explained by Vince Editor at TextRanch

Last updated: July 13, 2024

awaiting for your approval

'Awaiting for your approval' is incorrect because 'awaiting' already implies waiting for something.

Some alternatives from our editors:

• waiting for your approval
• awaiting your approval
• waiting for approval
• awaiting approval
• waiting for your consent

waiting for the approval

'Waiting for the approval' is the correct phrase to use in this context.

Alternatives:

• awaiting your consent

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Joe Biden’s Interrupted Presidency

He sought the office nearly all his life. When he finally got there, it brought out his best — and eventually his worst.

Credit... Painting by Alan Coulson

Supported by

By Robert Draper

Robert Draper covers politics for The Times. He interviewed more than two dozen current and former Biden advisers; legislators; and Democratic colleagues and allies in Washington and Wilmington, Del.

• Published Aug. 18, 2024 Updated Aug. 20, 2024

Shortly after the 11 minutes were over and President Joseph R. Biden Jr. arose from behind the Resolute Desk in the Oval Office on the evening of July 24, he and his family filed out to the Rose Garden.

Listen to this article, read by Robert Petkoff

A throng of White House staff members were waiting outside, under a slight drizzle, with a faint rainbow emerging overhead. Most of them spent the preceding hour nervously eating pizza in the East Room of the White House before growing hushed to listen to their 81-year-old boss speak to the nation. Several of them had been crying earlier in the day. But midway into his speech, Biden began to enumerate his administration’s considerable legislative achievements — among them, “And we finally beat Big Pharma,” a line he had fatefully mangled in the debate with Donald J. Trump less than a month earlier, abruptly dropping the hammer on his political future. As he proceeded through these shared highlights, the tenor in the East Room seemed to change, and a few of the staff members proudly shook hands and hugged one another.

Now Biden spoke only to them, through a microphone someone handed him (according to a video of the event that I obtained). “My name is Joe Biden, and I’m Jill Biden’s husband,” he began, grinning broadly at his familiar joke, as his wife stood beside him, noticeably more subdued, working through her own emotions. “Look,” he told his aides, “the only reason that we’ve had the progress that we’ve had is because of you. And that’s not hyperbole.” He added, in a raspy but otherwise even voice: “I’m so damned proud to be a part of you. I really mean that.”

Sounding anything but deflated, Biden exhorted his staff members to think about the work there was left to do over their final six months. He wanted to extend prescription-drug benefits. He wanted to force billionaires to pay their fair share in taxes. “We can start to help lay the groundwork for Kamala,” Biden said of his vice president and now heir apparent, who was already out on the campaign trail.

He wrapped up his three minutes of remarks with a stage-whispered call to arms, as if it were a secret plan: “ Let’s elect Kamala!” After their ovation, the president urged his staff to get to work on the ice cream stationed behind them. Biden cracked a few other jokes but didn’t stay for dessert. Instead, the 46th president of the United States retreated with his wife down the walkway to the residence.

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