How to Write an Approval Letter

An approval letter can be written for a number of reasons. Some common uses for an approval letter are to give permission at work (vacation, expenditure, sick leave); to approve or endorse a building project; or, to approve finances or a loan. In general, if you are an employer with staff, or a creditor, or working on a council or some other government body, chances are you will need to know how to write a good approval letter. This means being aware of the writing style you should use for an approval letter, and using good proofreading software to make sure your letter is professional and communicative.

All types of approval letter have some things in common:

-    The writing style should be friendly and relaxed - it can still be in a formal style for some types of approval letters, but general tone should be warm. For the right effect, the letter should be free of English grammar, spelling and punctuation letters.
-    Open with the confirmation of the approval, and also give the reasons for the approval if it is appropriate for the context.
-    If further actions are required by the person the letter is addressed to, state them clearly.
-    If the approval is contingent on a timeline, outline this timeline in the approval letter. This could mean a date on which the approval starts, or a period of time in which to act upon the approval.
-    Close your letter in a congratulatory tone if appropriate.

With these tips, you will be in a good position to write an effective approval letter. As well as following these tips, ensuring that your English writing is of a high standard with a rich vocabulary is essential. A quality grammar checking software is needed, as is a good spell checker. Below, we look at an example approval letter. This example is a letter to approve a raise for an have taken the original letter as an example of 'bad' writing in an approval letter, and, following our simple tips and using WhiteSmoke to proofre    ad, turned the letter into a fine example of English writing.

Original Approval Letter

Dear Frederick,
On behalf of the entire team in GlassONE Studios, I congratulate you on your performance during the first three month trial employment period. Your results have beat our expectations and been very good.

Your new status means a $7,000 yearly raise, and a 9% superannuation package, effectiv immediately. Thank you for you great work and we all looking forward to continuing our work.

Peter Glass

Letter after WhiteSmoke

Dear Frederick,
On behalf of the entire team at GlassONE Studios, I heartily congratulate you on your performance during the first three month trial employment period. Your results have exceeded our expectations in every facet of the work, and we are happy to make you a permanent employee - an integral part of the GlassONE team.

Your new status means a $7,000 annual raise, and a 9% superannuation package, effective immediately.

Thank you for your great work to date, and we all look forward to continuing our working relationship.

Yours Sincerely,

Peter Glass


In the above example, we have taken a badly written approval letter and improved it with some simple tips and the WhiteSmoke online writing tool. It is often the case that an otherwise good letter is let down by sub-standard English grammar and spelling. Writing is often done quickly, and sometimes there just isn't time to do a proper proofread of all your letters. This is where WhiteSmoke comes to the rescue.

WhiteSmoke is the ultimate tool for grammar checking and writing assistance. Detecting grammar errors and spelling mistakes almost instantly, WhiteSmoke can save you valuable time, and ensure that all you letter writing is professional and communicative. What's more, WhiteSmoke is not only a grammar checking software, but a complete, all-in-one personal English editor. Let's have a look at some of WhiteSmoke's features.

Highly advanced algorithms make WhiteSmoke the most comprehensive grammar checker on the market. Mistakes can be detected even in the most complex sentence constructions. Patented artificial intelligence technology brings the powerful text enrichment feature to your writing. With text enrichment, WhiteSmoke scans your text and suggests synonyms, adverbs and adjectives that can actually make your writing more compelling and persuasive - you need never think that your writing is too plain again!

The core proofreading and text enrichment engines are backed up by a range of other features that make a true all-in-one writing solution. A proprietary English dictionary and thesaurus bring over 200,000 words to your fingertips, so you can quickly find any word definition you require, and choose from a range of relevant synonyms and antonyms. Over 600 letter templates provide you with a starting point for any letter you will need to write. Even when you don't feel like writing, or can't find the words, you will be able to produce you letter with relative ease.

WhiteSmoke also has additional modules available to complete to your WhiteSmoke English editing experience. If you regularly need to check words in other languages, the translation module is for you, with immediate translation of any word in the 17 major world languages. And, for those who are writing in a specialized field, WhiteSmoke has several modules catering to specific writing styles. Currently available modules include Business Writing, Creative Writing, Medical Writing and Legal Writing.

WhiteSmoke is the ultimate English writing software for all your writing needs.