Guidelines : Grating

Granting Approvals

Guidelines

• Grant approval immediately. (In memos, use the subject line to clue your reader.) The reader’s main interest is a “yes” or a “no.” After the reader has the answer, he or she can better concentrate on your details, exceptions, or other elaborations.
• Don’t be wishy-washy in your wording. For example, phrases like “this date does seem like our best alternative” or “it would appear he is capable of handling the project” make the approval sound tentative. Instead, be direct: “You have my approval to…,”“Yes, please proceed with your plans as stated in the report…,” or “I agree that the course of action you suggested is our best alternative. Please begin the project immediately.”

Example 1 : Grating Approval Letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for High Plains Roadshow Date and Guest List

The guest list and May 23 date for the High Plains Roadshow sound fine. Please add Bill Wyatt’s staff at Eastern to your invitation list.

Keep up the good work; I’ll look forward to hearing the show was a success.

Example 2: Letter of Grating Approval

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for Beaumont Welding Center Additional Space, AFE 22-426

You have my approval on the extra 140 square feet at the Beaumont Welding Center.

Example 3: Sample Letter for Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval of Delay in Release of Adventures in Science

You have my approval to delay the release of Brian Anderson’s Adventures in Science until the fall of next year.

Example 4: Example Letter of Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval of Request for Benefits Meeting

Go ahead with the benefits meeting on the 3rd. I agree we need to clear up the confusion about the new Key Health life insurance options.

Example 5: Letters for approvals the gratings

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for Blood Drive Time Off Schedule

You have my approval of the schedule to give billing department employees time off to participate in the St. Sebastian’s Children’s Hospital Blood Drive. Please stress to your staff this is not personal time but time to do charity work.

Example 6: Letter for Approving Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Leave of absence

Realizing everything you’ve been through these past few months, David, we’ve decided to approve your request for a two-month leave of absence. Needless to say, it won’t be easy without you around here, but we are willing to make the added investment in you.

So, take off at 5:30 today and we’ll see you in two months. I wish you the best.

Example 7: Example of Grating Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Appropriations request

Your appropriations request for the R&D Department has been reviewed and approved by the Operations Committee. However, the OC has stipulated the following adjustments be made prior to final approval being granted. They are:

• Reduce internal systems consumption matrix by 5 percent
• Define need for $2,000 for employee break room
• Explain the intended application of the rotorvator

Otherwise, it’s all in order. Good job.

Guidelines : Requesting

Requesting Approvals

Guidelines

• State up front what approval you’re requesting. (In a memo, use the subject line to indicate that you are requesting approval.) If you don’t point out that you need approval, the reader may assume your message is only a progress report and delay reading it.
• Make clear the exact item or action for which you want approval. If you’re not specific, the reader may simply rehash your ideas on one or any of your requests without giving a final answer.
• Include all details your reader will need to make the approval decision. Don’t bury them.
• Don’t ramble with unrelated details that dilute the approval or confuse the reader. Think before you begin writing and arrange related ideas beforehand, not as you write.

Example 1 Business Letters to requesting an appointment of meeting

Memorandum
TO:

FROM:

DATE:

SUBJECT: Request for Approval for High Plains Roadshow Date and Guest List

After our discussion in Reno, I have given further thought to a date for the High Plains Roadshow and to the guest list. With your approval, I’d like to set May 23 as the date and invite approximately 90 people, including the following:

• Carburetor Division (Ron Casper included here)
• Clamps and Couplings Division (invited last year)
• Coursco Pipe (customers of Bobby McCall’s)
• Ron Grimsley (from State Health Department, to further our attempts to get their attention)

Overall, I expect a good crowd from High Plains and only token representation from Tulsa. Although there is a scheduled and highly publicized political rally in High Plains on this same night, I think we can use the rally to promote the roadshow and draw people from it.

Your thoughts on the date and the above guest list?

Example 2: Requesting Letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Beaumont Welding Center Addition, AFE 22-426–Request for Approval on Additional Space

After reviewing preliminary plans for the Beaumont Welding Center addition, Bob Taylor and J. B. Hardwick think the additional space should be increased by 140 square feet. This additional space (including an adjustment for a four percent inflation rate on the first estimate) will increase the total budget item to $107,600.

This additional space will allow room for three desk clerks, lockers, and file cabinets. The most practical size would be to increase the depth from 10’6″ to 12’ and the length from 30’ to 38’, a total of 140 square feet. The original estimate submitted in June was based on $102 per square foot; therefore, the estimate needs to be increased by $14,280 (140’ x $102), plus the 10 percent inflation rate on the entire project.

Do I have your approval to proceed?

Example 3: Sample Letter for Requesting & Also given the reasons for requesting for appointment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Approval to Delay Release of Adventures in Science Text

With your approval, I would like to delay the release of Brian Anderson’s Adventures in Science text until next fall. He hoped to complete the changes to his manuscript by next month, but has informed me he cannot meet the deadline if he adds sections on the new information about greenhouse gasses.

This delay will require us to adjust our marketing plans, and take on one more book in our already crowded fall line-up.

Example 4: Example Letter of Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Approval to Hold Benefits Meeting

I would like your approval to schedule a meeting with our benefits coordinator, Dave Maxwell, for Tuesday May 3 at 10 a.m. The meeting would be held in our third floor conference room with the six department heads and the employee representatives from each department. Dave and I agree a meeting would help clear up the confusion over the life insurance options recently instituted by Key Health.

Example 5: Sample Letter of Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Time-Off for the Blood Drive —Request for Approval of Schedule

I have made a schedule allowing employees in the billing department to take the time off in order to donate blood June 8-15. Could you please review and give me your thoughts? I have staggered the times employees would be absent so there will be no substantial interruptions in our work. It’s another way to encourage the staff to participate in our charity partnership with St. Sebastian’s Children’s Hospital.

Example 6: Requesting Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel request

Your request for travel to the upcoming convention in Seattle has been approved. Please contact travel services for instructions on arranging for accommodations and transportation.

A complete report on the convention will be required once you return. Have a good time!

Example 7: Business Requesting Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for installation of stalls

Please accept this as the formal request of the design department for the installation of stalls in the men’s restroom. Per the company handbook, page 23, I am asking for a formal review and approval of this request. If you have any questions, please give either Pierre or me a call.

Example 8: Requesting Letter for Approval of Schedule

Memorandum

TO:

FROM:

DATE:

SUBJECT: Larger coffee machine

The rapid growth of our department has resulted in an increase of coffee consumption. The original budget for coffee has been exceeded and our machine simply does not have the capacity to handle the increased usage. In short, we need a new and larger coffee machine.

I hope you will approve this request in a timely and forthright fashion.