An invoice approval email should let the approver make a quick decision. Put the vendor, amount, invoice number, purchase order, due date, and requested decision near the top, then explain any exception or unusual charge.
Table of Contents
How to approach it
- Name what is being approved and why. Include the invoice number, supplier, total, currency, and the related project or purchase order.
- State the decision you need and by when. If the approver can approve by replying, say so explicitly.
- Attach the invoice and supporting documentation once, using clear filenames. Mention any mismatch instead of expecting the reader to discover it.
Useful wording examples
- Please approve invoice 1048 for $2,400 for the May consulting work by Thursday.
- The total is $150 above the purchase order because the approved scope added two support hours.
Copy-and-adapt template
Subject: Approval requested — invoice [number]
Hi [Approver],
Please approve invoice [number] from [supplier] for [amount] by [deadline]. It covers [brief scope] and relates to [PO/project]. The invoice and supporting document are attached; the only variance is [explain variance, if any].
Please reply with approval or the change needed.
[Your name]
What to avoid
Do not write ‘please review’ without saying what review means. Ask for approval, clarification, or a correction—not all three at once.
Related email guides
For the broader framework, see How To Write An Email With An Invoice Attached. You may also find How To Write An Email For Purchase Order useful for the next step.