A proposal approval letter is written to a prospective candidate who has requested for a particular solution or idea to approve the idea and discuss how to take it ahead. In response to a candidate’s request, the proposal made by him/ her can be approved or rejected by the concerned authority or decision-making body. This letter will not only communicate the decision to take the idea ahead but also encourages the candidate for coming up with the idea. The proposal approval letter will give the candidate a clear picture of what is being expected out of him with respect to the idea. It helps in evaluating, understanding and decision making for the candidate of how to go about the idea with the given resources. It also forms a means of communication for the further process of the timelines of the realization of the idea.
The letter should contain the reference of the proposed idea and a clear one line saying that the idea is approved so as to avoid confusions later. It is very important to not describe beyond reality in the proposal approval letter like grants which are not possible to be given, as it may lead to misconception and disappointment for the candidate. Also, the basis of approving the idea needs to be clearly communicated to the candidate, including the other criteria based on which the candidate’s proposal has been approved. Rules and regulations for continuing with the proposed idea need to be mentioned clearly as well.
Proposal Approval Letter Writing Tips
- Keep the language formal.
- Get straight to the point.
- The details need to be communicated clearly.
- The letter should have a clear reference to the proposal.
- Also, the letter needs to explain the reason why the proposal was approved.
Proposal Approval Letter Template
Use our free Proposal Approval Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________ (Name of the sender),
__________
__________
__________ (Address)
Date: _____ (Date on Which Letter is Written)
To,
__________ (Name of the candidate),
__________
__________
__________ (Address)
Subject: Proposal Approval Letter
Dear Mr. /Mrs. /Ms. _____ (Name of the person),
We are pleased to inform you that we approve your proposal for __________ (idea). This is with regards to the proposal you have submitted with proposal Id __________ (Proposal Id). It is a very nice thought and we feel it definitely needs to be encouraged.
We have approved the idea because __________ (reason for approving in detail). We expect you to __________ (clear expectation). The timeline would be __________ (timeline). We would grant you __________ (grants). We will support you throughout the execution of the idea.
Congratulations and All the best.
Yours Sincerely,
__________ (Name of the sender)
Sample Letter
From,
Mr. Ratnakant G,
Head of the Department,
Nehru Institute of Technology and Science,
Delhi-587738.
17.2.17.
To,
Ms. Shrenu Rao,
Lakshmi Villa,
Pant Nagar.
Delhi-587738.
Subject: Proposal Approval Letter
Dear Ms. Renu,
We are pleased to inform you that we approve your proposal for a solar wind hybrid power generator has been approved by the board. This is with regards to the proposal you have submitted with proposal Id 25345. It is a very nice thought and we feel it definitely needs to be encouraged.
It is a commendable job to apply your area of study to practically solve problems. Energy shortage is a pressing problem today. Your idea addresses it very well. We encourage you to go ahead with the idea on a small scale for now and come up with a prototype. We have approved the idea mainly because it shows your interest in the subject and ability to apply it in real life. We have also reviewed your statistics of the amount of energy that can be saved which eventually translates into monetary savings as well. The timeline would be three months to come up with the prototype and submit a report on the same as well to the board. We would grant you a budget of 50,000 INR for this. We will support you throughout the execution of the idea.
Congratulations and All the best.
Yours Sincerely,
Ratnakant G.
Email Format
The following is a sample letter for a Proposal Approval Letter in email format.
To: name@email.com
From: name@email.com
Subject: Proposal Approval Letter
Dear Mr. /Mrs. /Ms. _____ (Name of the person),
We are pleased to inform you that we approve your proposal for __________ (idea). This is with regards to the proposal you have submitted with proposal Id __________ (Proposal Id). It is a very nice thought and we feel it definitely needs to be encouraged.
We have approved the idea because __________ (reason for approving in detail). We expect you to __________ (clear expectation). The timeline would be __________ (timeline). We would grant you __________ (grants). We will support you throughout the execution of the idea.
Congratulations and All the best.
Best Regards,
__________ (Name of the sender)