Letters – Free Sample Letters

APPROVE PAYMENT OR FUNDING FOR EXPENCES OCCURED

Ms/Mr. ______________

Address

Date: ___________

Subject: Approve the payment for the expenses occurred during a business trip

Dear Ms/Mr. ____________

This is to approve the payment of expenses occurred during the business trip from _______ (date) to _________(date) by

1. Mr ____________ (name)

2. Mr ____________ (name)

3. Mrs ____________(name)

The amount to be paid is Rs 5000 per head and is sanctioned by Mr ________ (name), manager, and finance departments.

The amount being paid is little less than claimed by the above mentioned as some errors were found during the audit by the finance department. These includes unnecessary claim of travel on holidays
(not permitted by company rule) and also the audit found that the amount mentioned against travel was higher and over claimed.

The amount can be collected from the office and any grievances or corrections in this regard can be directly mentioned or addressed to manager of finance department.

The audit document and claim per thing document is attached along with this letter.

Yours

Name

Designation

Ms/Mr. ______________

Address

Date: ___________

Subject: Grant of scholarship

Dear Ms/Mr. ____________

We will like to congratulate you and inform that your scholarship has been granted. The committee on scholarship was impressed with your academic record and extracurricular activities.

The total scholarship amount of Rs ___________ (amount of scholarship) will be given to you on the monthly basis in instalments of Rs ___________ per month.

In addition to scholarship you will also be able to use the resources of the affiliated libraries and laboratories. We expect that you will make the full uses of the resources and it will help you in pursuing your research or thesis.

It is important to know that the scholarship will be continued in the subsequent years only after assessing your academic performance, which must be satisfactory by the standards that not less than 60% percent marks are obtained by you in any examination in any semester. Failure to produce such produce may lead to discontinuation of your scholarship.

We hope that you will continue with your excellent academic performance and will use the resources to its fullest to bring good research work.

With regards

Yours

Name

Ms/Mr. ______________

Address

Date: ___________

Subject: Approve a business trip

Dear Ms/Mr. ____________

This is to inform you that your proposal for a business trip to Singapore has been approved. The management after the consulting the sales department has taken this decision.

The trip will be from _____ (date) to date ______ (date). The persons on board to go for the trip are

1. Mr _____________ (name)

2. Mr_____________(name)

3. Mrs ____________(name)

The team is expected to meet the sales target as mentioned in the proposals. The team is also given the additional responsibility of arranging for the promotion and advertisement of the products. A deal in this regard with any suitable advertising agency will be appreciated.

The expenditure for the trip may be collected from the finance department. The additional allowances per person will be paid as per the claim by individuals. The team must give the full report to the managing director within the five days of return from the trip. Precise documents regarding sales and deal may be submitted to the company in advance.

We wish you best of luck for the trip.

With regards

Yours

Name

An approval is always against a request that has been made. If the request is reasonable then the approval is given and if it is considered unreasonable the request may be rejected. An approval is a permission to go ahead and do something that had been requested.

An Approval Letter is written in response to a request. Since it is in response to a request, the letter must give details of what had been requested and what has been approved, especially if the complete request has not been approved. The letter must be have the full name and address of the person to whom it is addressed, so that the approval is not misused. It should always be on the company or department letterhead (if the approval is from a government department). An individual who has full knowledge of the request as well as the approval should sign the letter,as s/he will be answerable to higher authorities in case of any discrepancies.

The Approval Letter should be brief and to the point. A letter that beats about the bush looses its value against the approval given. The date when the approval has been given is an integral part of the letter. If the approval is time bound then the letter should also specify the deadline till which the approval holds well. The language in the letter should be as simple as possible.

DOS AND DON’T’S OF APPROVAL LETTER

• An Approval Letter should give details of the actual approval given
• Since all approvals are given against a request, the request details must be mentioned in the letter
• It should bear the complete name and address of the person to whom the approval has been given
• The signing authority should be the person who is aware of the entire transaction
• The date when the approval has been given is of great importance in the Approval Letter
• If the approval is for a limited period then the validity should also be mentioned in the letter
• Simple language should be used in the letter
• It should be brief and to the point

SAMPLE APPROVAL LETTER

________________ (Name and address of recipient)

_________________ (Date)

Subject: Approval for construction of building

Dear Sir or Madam

This is in response to your request for approval to start the construction of the building, the address of which is ______________ (detailed address).

We are pleased to inform you that the department has approved your construction plans that had been submitted with the request. You may start the construction as soon as you want.

As per the rules set by the government, you will have to report about the progress of the construction to our department once a month failing which the approval may be withdrawn.

We hope you comply by the rules and regulations that have been enclosed with this letter.

We wish you all the luck and success in your venture.

Best regards,

(Name of signing authority)