A purchase order approval email works best when the requested decision is visible in the first few lines. Include the supplier, total, requested delivery, budget or project, and a link or attachment to the supporting quote.
Table of Contents
How to approach it
- Summarize the purchase in plain language and include the PO number if one already exists.
- Show the amount, delivery date, supplier, and budget owner. Flag a variance or exception directly.
- End with a yes-or-no request and the deadline. If the approver can respond in the same thread, make that the easiest option.
Useful wording examples
- Approval requested: PO-318 for 40 replacement units, $6,800 total, delivery July 12.
- Please reply ‘approved’ or note the change needed by 3 p.m. Wednesday.
Copy-and-adapt template
Subject: Approval requested — PO [number]
Hi [Approver],
Please approve PO [number] for [supplier], totaling [amount], for delivery by [date]. The purchase supports [project/budget] and the quote is attached. Please reply ‘approved’ or note the change needed by [deadline].
Thanks,
[Your name]
What to avoid
Do not bury the total or deadline in an attachment. The email should stand on its own for a fast approval decision.
Related email guides
For the broader framework, see How To Write An Email For Purchase Order. You may also find Purchase Order Follow Up useful for the next step.