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The Standardized Business Case: A Template for Project Approval

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The project Business Case is the first major process deliverable of the project management process, utilized to present and propose "project concepts" in a standardized format designed to focus on business value and viability.  It's the means by which you can advocate and " make the case " for your idea to go from " concept " to " project ".  It's an important deliverable, and it must be done right.  Read on for more.

The project business case is an “originating” deliverable, produced at a time when a need has been realized, and a potential solution determined, but the delivering project has not yet been approved or initiated. The primary purpose of the business case is to present the need and the solution, and to obtain approval, funding and commitment for the proposed project.  (Also Read: Practices for Project Selection )

Make the Case for Your Project....

A well conceived business case will convey sufficient information to convince decision makers that the proposed project should be approved. Approval is not a given. In fact, not every proposed project can or should be approved. Considering cost, time and resource constraints, choices have to be made, and sometimes, even good ideas have to be set aside or postponed. Projects are never proposed with 100% certainty, and in fact, business case approval does not guarantee that a given project will actually see completion. Business case presentation and approval is but the first step in the overall process.

As such, at a minimum, every business case deliverable must answer one key question -- Is this proposal sufficiently sound, important and relevant to warrant further expenditures for planning and analysis?

An effective business case will get you to the next appropriate step. In certain cases, the approved business case will lead to the initiation of actual project tasks. In other cases, the approved business case will lead to more intensive study and planning. It’s all about moving forward to make informed decisions.

Every Business Case Has A Mission....

While length and complexity will vary, every project business case must be created to serve a specific "mission" and purpose within the project management process.  This is expressed in the six point list below:

• The business case mission is to make a sufficiently compelling case for approval.
• The business case must explain what is to be done and why it is necessary.
• The business case must convince the decision makers that the idea is well thought out and considered.
• The business case must convince the decision makers that the project proposal is realistic and that the plan is credible and executable.
• The business case must lay out all key elements of the project in terms of results, costs, benefits and risks, both for action and inaction.
• The business case must justify the investment in time, funds and resources.

Producing Business Case Deliverables

The business case deliverable must sell the project, and it’s a “sale” you want to make. And it takes planning and strategy to get the job done. Your first step is to match business case “effort and content” to the “size and scope” of the proposed project. Projects vary by multiple factors, including type, cost, duration, complexity, visibility, priority, risk and value. Just as with any other process deliverable, the business case must reflect the overall “scale” of the project being proposed. Process overkill can damage a small project in the same way that insufficiency can doom a large scale project.

It is important to be appropriate, but consistent.  (Also Read:  Understanding Project and Process Deliverables )

To that end, the project business case must present both “the need” and the “proposed solution” expressed in terms of goals, objectives, needs, anticipated benefits, status quo analysis, risks, constraints, performing organization capabilities, cost/benefit analysis and related matters.  And, as it is prepared, it must travel a road to ensure proper feedback and approval:

• All of the business case "stakeholders" should be identified and selected according to interest in the project proposal and ability to contribute to business case production.
• The "business case" production process should be planned, with established deadlines, due dates, task assignments and an organized production scheduled.
• Business case production work should not begin until all required data has been collected and organized (to minimize time wasted).
• The business should first be prepared as a "draft", subject to vigorous review, input and revision as needed.  Version control is essential to track changes and ensure that everyone is on the same page.
• Formal procedures should be established for submission of the final business case for review by the decision making stakeholders (which can include a PMO or project steering committee) .

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Once the business case deliverable is produced, it should be evaluated using standardized criteria to measure concept viability and to determine whether the case has been made to go from "concept" to "project".  If a given business case is approved, the next step is project definition (to make the project ready for action and stakeholder acceptance).

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If you're looking for a fast, easy way to achieve project planning success, you'll find it inside the Fast Track Project Toolkit . This unique, informative online course gives you everything you need to become a project leader and fast tracking expert. Here's what you'll learn:

How to plan and govern projects using strategic project fast tracking.

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How to use strategic fast tracking to negotiate with stakeholders and build shared expectations.

How to use strategic fast tracking to become a more productive project manager and team member.

Source: Unless noted otherwise, all content is created by and/or for ITtoolkit.com

Related articles.

• Project Proposals: Means and Methods for Project Selection

It's the Deliverables that Make the Project (And How It's Managed)

Organizing Options for the Project Management Office (PMO)

The Four Keys to Successful Project Steering Committees

Project Definition: Establishing Scope, Vision and Work Effort

• Understanding the Role of the Project Sponsor and Mentor

ITtoolkit.com staff writers have experience working for some of the largest corporations, in various positions including marketing, systems engineering, help desk support, web and application development, and IT management.

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Top 10 Project Approval Templates with Samples and Examples

Anushka Bansal

Project managers spend months preparing the plan for the one big project their team plans to undertake. After all that nerve-wracking effort, the nerves are in for shake-up as the wait for project approval beckons. The wait is harder to take, especially as they do not have visibility into the opinion of management, clients, and other stakeholders.

To rest your overwrought nerves and ensure some rest for yourself, and the entire team, a  streamlined Project Plan Approval Template gets your projects signed off faster and hassle-free. 

During the approval process of the project, decision-makers ensure that projects, invoices, budgets, and other processes are on par with the quality standards and requirements that the organization establishes.   These processes impact the organization’s financial status and stability.  

A sound project plan approval strategy must apply consistent, value-based approval criteria and automated routing for project requests. A well-defined project plan approval process mitigates risks, enables better decision-making, and increases accountability. To save you time and effort, our SlideTeam experts have created Project Approval Templates. These will help you analyze funding, budgeting, prioritization, and implementation plans to ensure your projects get approved. Our templates are content-ready, to give you a structure to get started and build on your ideas.   The 100% customizable nature of the templates provides you with the desired flexibility to edit your presentations. 

Let’s explore the templates!

Template 1: Project Approval PowerPoint Template 

This template is a step-by-step guide to building a project plan, it includes approval processes with sponsor engagements, budgets, etc. The PPT Template has a six-step project approval plan starting with Proposal Submission, Cost Estimation, Project Prioritization, Funding Evaluation, Approval/Rejection, and Resubmission. The Management Dashboard will enable you to keep track of multiple projects and maintain a count of the approved projects, team projects, departmental projects, and projects at risk. Use the Approval Checklist provided in the PPT Template to ensure that tasks are completed before the final review. Download Now!

Download Now!

Template 2: Office Timeline Showing Project Approval Training Day PPT Template

This PPT Template enables you to plan your post-approval strategy and activities. The timeline has a monthly plan that includes milestones like assigning project managers, the first checkpoint, training day, manufacturer certification, the second checkpoint, and signing off. The Gantt Chart will help you assign tasks and keep track of the progress. With the color-coded task bars, you can indicate the priority of each activity. Download Now!

Template 3 : IT Project Approval with Scope and Status PPT Template

Use this PPT Template to tabulate the project plan, estimated costs, estimated completion date, and summary of project scope. You can plan and budget up to seven projects with the table provided. The scope of the projects includes using forecasted costs and timelines, depending on the state analysis, beginning the procurement process, and estimating costs and timelines based on the software and supplier analysis. Download Now!

Template 4: Team Project Proposal Approval Workflow PPT Template

A Project Plan goes through three broad phases i.e., creating a proposal, reviewing the proposal, and based on that forming an approval decision. The PPT Template has a well-structured plan, specifying the steps in each phase and taking into consideration the teams involved in the process.  Raising a research request initiates the process, based on which a proposal is designed. This is followed up by the project initiator, administration, or any other cross-functional member involved in the project with reviewing the project. The approval stage can have three outcomes; approved, deferred, or canceled. To build your Proposal Approval Plan Download Now!

Template 5: Project Intake Optimization and Approval Process PPT Template

With this PPT Template, you can assess the current state of the processes being undertaken, optimize it, and communicate the changes to all stakeholders. The PPT Layout has well-researched recommendations of the best tools to be used in each phase of the project. The guided implementations provide an outline of the process, which includes discussing the results of the current state, followed by establishing an intake of workflow, defining a prioritization framework, and developing a stakeholder management plan for implementation. Use the phase outcome boxes to record the results of each phase. Download Now!

Template 6: Project Plan and Scope Approval Checklist PPT Template

The PPT Template consists of six items related to financial and operational capacity, methodology, action plan, resourcing, risks, and sustainability. These items are divided into tasks. In the table provided, you can record the status of each of these tasks and make note of any changes, delays, or discrepancies in the tasks. Download Now!

Template 7: IT Project Approval Lifecycle Process PPT Template

Using this slide, you can manage each stage of your IT project plan. It includes four stages: Business Analysis, Alternate Analysis, Procurement Analysis, Bid Analysis, and Finalization of project details. The template is uniquely color-coded.   The red circle indicates rejection, the yellow circle indicates rethinking, and the green circle indicates approval of the stage. For a detailed approval process Download Now!

Template 8: Project Approval Process Flow With Funding Scenarios PPT Template

This PPT Layout is a comprehensive tool designed to streamline the complex process of project approval and funding allocation. It covers schedule and baseline establishment, cost estimation, proposal submission, and the critical stages of project initiation and analysis. It provides a structured approach to evaluating funding alternatives, including detailed resource allocation and budget prioritization. The slide also addresses rejection criteria and the potential outcomes of project approval or rejection. With this template, teams can present and assess project proposals, ensuring a well-informed decision-making process and optimal resource allocation. Download now!

Download now!

Template 9: Business Project Approval and Management Dashboard PPT Template  

The PPT Template, a business management dashboard, will enable you to keep track of multiple projects. You can tabulate information like the project name, project type, department, description, beginning date, date of completion, and budget. The project can be classified into small, medium, and large project types. With this PPT Slide, track approved projects, team projects, departmental projects, and projects at risk. Download Now!

Template 10: Project Communication Plan Approval Process PPT Template

This PPT Design provides a structured flowchart for project managers and teams to follow, ensuring efficient project communication and decision-making. It has defined phases, including budget proposal, project selection, funding assessment, project prioritization, and team approval. Whether you're analyzing past projects, seeking funding opportunities, or crafting a project plan, this template serves as a guide to facilitate communication and collaboration within your organization. Get it today!

GET YOUR PROJECTS APPROVED

To get your projects signed off faster and hassle-free, ensure that they are well-structured. Carefully analyze the funding, budgeting, prioritization, and implementation plans. Use flowcharts, dashboards, and checklists to ensure you don’t leave out any steps of the project. You can focus on the core content of the project and ensure its approval, while we take care of the presentation for you

P.S. To keep track of the project processes, click here to check out our Top 10 project Status Report Templates

FAQs on  Project Approval

What is project approval.

Project approval is the formal authorization of stakeholders or decision-making authority grants to proceed with a proposed project. It signifies that the project's objectives, scope, budget, and timeline align with organizational goals and requirements. The approval process involves evaluating the project's feasibility, risks, benefits, and potential impacts. Once granted, project approval grants the necessary resources, support, and legitimacy for project initiation and execution, ensuring that it complies with strategic objectives. 

What are project approval requirements?

Business Proposal : A compelling business case outlining the project's objectives, benefits, and alignment with organizational goals is essential.

Financial Viability : A detailed budget, funding plan, and return on investment analysis are necessary to ensure the project's financial feasibility.

Scope Clarity : A  defined project scope, including deliverables, milestones, and resource needs, is critical to avoid scope creep.

Risk Assessment : Identification of potential risks and mitigation strategies to ensure project success and minimize disruptions.

Stakeholder Alignment : An analysis of key stakeholders' support and concerns, along with strategies to manage their expectations, is crucial for gaining approval and fostering project success.

Who approves a project?

Senior Management : Top-level executives, such as the CEO, COO, or department heads, provide overall strategic alignment and financial commitment.

Project Sponsor : The designated individual with a vested interest in the project's success who champions it and secures necessary resources.

Project Management : The group responsible for overseeing project progress and ensuring alignment with organizational goals.

Finance Department : Ensures financial feasibility and approves budget allocations.

Legal and Compliance Teams : Ensures adherence to regulations and legal requirements.

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Free Project Approval Forms & Templates

By Kate Eby | March 25, 2022

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We’ve gathered the top project approval forms for project managers, board members, sponsors, and clients.

Included on this page, you’ll find a simple project approval form template , a project requirements approval template , a project approval request template , a project approval form example template , and a project approval process template . Plus, find tips on filling out a project approval form template.

Simple Project Approval Form Template

Download Simple Project Approval Form Template  Microsoft Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

Ensure that all project managers, sponsors, and other stakeholders agree on project deliverables with this simple project approval form template. This customizable template includes fields for project name and leader, as well as space to include the project summary, desired outcome, action to completion, benefits of project, projected schedule, projected budget, and projected team and resource requirements. The template also includes an authorized signature section for obtaining and recording official project approvals. 

For more helpful tips and resources, see our guide to approval processes and workflows .

Project Requirements Approval Template

Download Project Requirements Approval Template Microsoft Word  |  Adobe PDF  | Google Docs  

This comprehensive project requirements approval template is an all-in-one document for your project’s business, functional, and compliance requirements. By using this template, you can rest assured that, upon approval, you have accounted for every aspect of your project. In addition to a Requirements Document Authorization Memorandum section, where project sponsors or clients can approve, accept pending changes for, or reject your project, the template includes a version history table for project approvers to accept revisions and add notes for desired changes.

Project Approval Request Template

Download Project Approval Request Template Microsoft Word  |  Adobe PDF  | Google Docs

Use this dynamic project approval request template to provide project board members, clients, teammates, and other stakeholders with your project’s deliverables, tasks, scope, assumptions, and constraints. An Updated Estimates section provides you with the flexibility to alter your projected timeline, so key players have the most up-to-date personnel resources information. The template’s Approvals section enables you to enter stakeholder names, titles, and roles, as well as record the submission and approval dates.

Project Approval Form Example Template

Download Project Approval Form Example Template  Microsoft Word  |  Adobe PDF

Account for all elements of your project with this project approval form example template, which includes editable sample text to guide you through the project approval process. Enter your project name, sponsor, manager, start and end dates, and summary. A Project Roles and Responsibilities table enables you to list all key project stakeholders. The template also includes space to list project deliverables, expenses, and schedule details, as well as lessons learned, which you can use to improve your performance on future projects.

Project Approval Process Template

Download Project Approval Process Template   Microsoft PowerPoint  | Google Slides

Map out your project approval process and present it to key stakeholders with this visually rich  approval process template. This customizable template includes a flowchart to guide you through the steps for acquiring necessary project approvals, so you can use the customized template as a blueprint for future projects. Project approvers can review and authorize this document to ensure that all of the organization's projects follow a clear protocol. By doing so, you can reduce costly and time-consuming one-off project planning efforts. 

For more details and helpful resources, see our comprehensive guide to project intake processes .

Project Approval Sign-Off Template

Download Project Approval Sign-Off Template  Microsoft Word  |  Adobe PDF  | Google Docs

Keep your project stakeholders in sync with this simple project approval sign-off template. Simply fill in your project name, job location, project summary, desired-outcome details, actions required for project completion, project benefits, schedule, projected budget, and personnel and other resource requirements to solidify your project plan. Project board members or clients can then sign and date their approval of the project as you’ve defined it, so you and your team can commence project work with full project sponsor support.

Custom Project Approval Form Template

Download Custom Project Approval Form Template  Microsoft Word  | Google Docs

Use this streamlined, customizable project approval form template to sufficiently define your project for key collaborators and clients. This single-page template asks you to specify your project’s purpose, objectives, anticipated phases of work, and desired outcome, as well as your plan for monitoring and measuring project success. List project phases and associated tasks in the template’s Timeline table, including start and end dates, and solicit approvals to ensure you start and complete your project on schedule.  

Ensure that you’re optimizing your project intake process by reading our guide to project intake resources and templates .

Project Approval Checklist Form

Download Project Approval Checklist Form  Microsoft Excel  |  Microsoft Word  |  Adobe PDF

Create a custom project approval checklist to fit your organization’s specific needs with this checklist template, or use the template as is with the sample items provided. The template includes columns for unique project deliverable ID numbers, descriptions, owners, due dates, statuses, and related comments. This template is a perfect solution for project managers, team members, and project sponsors who need to track the status of every to-do item for a project and ensure everything is completed within the project timeline.

Independent Project Approval Form

Download Independent Project Approval Form  Microsoft Word  |  Adobe PDF

Project sponsors, project managers, and students undertaking independent study can all use this customizable independent project approval form to define a project’s summary, criteria, roles, and responsibilities. Use the template to list your project’s key deliverables, expenses, schedule, lessons learned, and recommendations upon project completion. An Approval section allows project sponsors to sign off on the project after they have reviewed the appropriate information.

Simple Project Proposal Template

Download Simple Project Proposal Template Microsoft Excel  |  Adobe PDF  | Google Docs  

This all-inclusive simple project proposal template provides project managers with an easy-to-fill proposal form to submit to project board members for sponsorship. Enter proposed project name, proposed start and end dates, project summary, desired outcome, action to completion, project benefits, schedule, projected budget, and projected team and resource requirements. This template provides everything that project sponsors need to assess a proposed project, provide approvals, and recommend changes.

Construction Project Approval Form

Download Construction Project Approval Form  Microsoft Excel  |  Microsoft Word  |  Adobe PDF  

For construction projects to succeed, project managers need a method for capturing project details so that project approvers, such as property owners or construction supervisors, can review all necessary information and feel confident providing approval. This template doubles as a construction work order request form, which enables you to detail construction project requests that contractors or other project team members need to approve prior to undertaking construction work.

What Is a Project Approval Template?

A project approval template is a form that helps project managers list a proposed project’s details, so project sponsors can review and approve the project. Use the template to capture your project’s desired outcomes, benefits, and anticipated resource requirements.

A project approval form provides project managers and other team members with a framework for capturing a project’s summary, action to completion, proposed schedule and budget, and personnel and other resource requirements. By completing a project approval form, you are showing project board members, clients, and other stakeholders that you have all of your proposed project’s details in order. With a comprehensive approval form in hand, project approvers can evaluate project benefits versus costs and determine whether to approve your project, so it can move forward. 

While project approval templates vary, most will include the following basic components: 

• Acceptance of Proposal: Project sponsors or clients can provide their project authorizing signatures, and you record the date of project acceptance. 
• Action to Completion: List the primary action or individual actions that must be assigned and completed in order for your team to successfully implement the project. 
• Benefits of Project: List the benefits of the project. What is its purpose? What problem will it solve? 
• Company: Enter the name of the company or individual for whom you are undertaking the project.
• Desired Outcome: Detail the desired outcome of the project. If it were executed optimally, what would be the benefits of its completion? 
• Project Name: Enter the name of the project for which you are seeking approval. 
• Project Leader: List the name and title of the project leader. 
• Projected Budget: Detail the costs associated with the project, including everything from pre-planning to project execution, needed for the successful completion of the project. 
• Projected Schedule: Provide details of a proposed project schedule, including its expected duration and various work phases.
• Projected Team: Provide information about the team members that the project would require upon approval. 
• Resource Requirements: List the resource requirements, including personnel dedication and materials required for the project. 
• Summary: Provide a broad-strokes overview of your project. Why should it be approved and undertaken?

Additionally, some project approval templates include the following sections to provide supplementary project details to project board members and other stakeholders, prior to project approval. These additional fields might include:

• Deliverables: Detail the exact deliverables the project must successfully complete by the project’s deadline. 
• Expenses: List the project’s projected expenses that must be covered while the team undertakes the project. 
• Key Milestones: List key landmarks that the project must meet to help measure progress toward project completion. 
• Monitoring and Measurements of Success: List any project-monitoring methods you will use to track project progress, as well as the key performance indicators (KPIs) you will apply to measure your project’s performance and to quantify its benefits. 
• Project Roles and Responsibilities: List the project roles required for successful completion, the name of the individuals in each role, and their respective project responsibilities.

Optimize Your Project Approval Process with Smartsheet

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The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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37+ SAMPLE Approval Sheet Templates in PDF | MS Word | Google Docs | Google Sheets | Excel | Apple Numbers | Apple Pages

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Approval Letter (Format & Sample)

An approval letter grants authority to an individual, organization, or body to proceed with an activity. This letter can come in two forms in the first instance, it’s written by the authorizing party granting approval, or it can be written by the organization or individual seeking approval where, in most cases, it’s referred to as a request letter for approval.

The letter is written for various reasons such as asking for permission for expenditure, vacation, sickness leave, loan approval, endorsement of a project, etc.

What to include in an approval letter

• Start with confirming approval : As you start your approval letter, it’s essential to hit the main reason for the letter by confirming consent for the requested activity.
• Adopt a polite and friendly tone: Although an approval letter is a formal letter, it should adopt a warm and relaxed tone. This should be reflected in words used in the letter.
• Indicate the timeline: If the approval is limited to a specific period, it’s vital to indicate the time frame in the letter.
• Note any relevant actions that the recipient should take to affect the approval.
• Close the letter with a congratulatory message.

Approval letter format

Your address

Recipients address

Dear Mr. / MS. /Mrs. [Name of the individual],

I write this letter to inform you the board of directors has approved your application for [reason] for [amount].

This loan will be repaid at an interest rate of [percentage] for [duration]. In this respect, you are requested to visit our main offices to finalize the legal formalities.

Also enclosed in this letter are our terms and conditions. Read through them carefully before advancing to the next step. Feel free to contact us if you need more information about the matter.

All the best,

[Your Name]

Sample approval letter

Dear Mr. Jameson,

We appreciate your efforts in submitting your proposal for the environmental project 2019. After a thorough analysis of the proposal, the grant committee has given the green light for the project. In this regard, you can start the project as soon as possible. The funds for this project will be available in the next week.

You are therefore requested to visit our headquarters by September 3, 2019, to finalize with a few specifics. Contact us via [219] 304- 9078 to schedule a meeting.

We believe your project will impact many lives in the city. Once more, thank you for submitting your proposal and the excellent job you are doing to make the world a better place.

Antony F. Cameron

Pivots Grants Committee

Sample Approval Letters

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• Sample Forms

FREE 20+ Approval Form Samples in PDF | MS Word

Approval forms play a crucial role in various aspects of our lives, from academic institutions to workplaces and beyond. These forms serve as official documentation of consent or authorization for specific activities, decisions, or processes. By examining the importance and benefits of approval forms, we can gain a deeper understanding of their significance in ensuring accountability, compliance, and effective communication. Approval forms play a crucial role in mitigating risk assessment associated with various business activities. Before granting approval, decision-makers are required to evaluate potential risks and consider appropriate measures to address them. This helps in identifying and addressing potential activity hazard analysis , financial projections , or legal issues before proceeding. By obtaining proper approval, businesses can reduce the likelihood of accidents, errors, or negative consequences.

Approval Form

20+ approval form samples, 1. supervisor approval form template, 2. sample entertainment approval form template, 3. purchasing approval form template, 4. site approval form template, 5. contract approval form template, 6. project approval form template, 7. sample visiting student approval form template, 8. registration approval form template, 9. grant approval form template, 10. sample travel approval form template, 11. request for expense approval form template, 12. masters thesis approval form template, 14. sample principal approval form template, 15. authorization approval form template, 16. program approval form template, 17. sample internship course approval form template, 18. academic approval form template, 19. product approval application form template, 20. sample fundraising approval form template, 21. conference course approval form template, what is approval form, how to make approval form, step 1- define the purpose and scope, step 2- create a template, step 3- requester information, step 4- supporting documentation, what is the purpose of this approval form, who is the approver, is there an expiration date for the approval.

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An approval form is a document that is used to formally request and obtain consent form, authorization samples , or approval for a specific action, decision, or process. It is typically a structured template that outlines the details of the request, including the purpose, scope of work , and any relevant conditions or requirements. The form is submitted to the appropriate authority or individual responsible for granting approval, who reviews the request and either grants or denies the authorization based on established criteria or guidelines.

Approval forms are designed to ensure transparency, accountability, and effective communication between the requester and the approver. Creating an approval form involves a few essential steps to ensure that it captures all the necessary information and facilitates effective communication between the requester and the approver. Here is a step-by-step guide on how to make an approval form:

Determine the specific purpose of the approval form and the scope of requests it will cover. Clarify what plan of actions , decisions, or processes require approval and what information should be included in the form. Identify the essential elements that need to be included in the approval form. This typically includes requester information, approval details, supporting documentation, review criteria, approver information, approval decision, and signature fields.

Design the layout and structure of the approval form using a word processing or form creation software. Consider including sections or fields for each of the identified key elements. Use clear and concise language and ensure that the form is easy to understand and fill out.

Include fields for the requester to provide their name, contact details, and any other relevant identification information. This helps in identifying and contacting the individual or entity making the request. Provide a space for the requester to describe the action, decision, or process requiring approval. Include fields for the purpose, scope, desired outcomes, and any additional relevant details.

If necessary, include a section for the requester to attach supporting documents or additional information that supports their request. This may include project plans, research proposals, budget estimates, or any other relevant materials.

This approval form is used to formally request and obtain consent, authorization, or approval for specific actions, decisions, or processes.

The approver is the individual or authority responsible for granting approval. Their name and contact information can be found in the designated section of the form.

The approval may have an expiration date, depending on the nature of the request. If there is a specific timeframe within which the approval is valid, it will be clearly stated in the form or communicated to you by the approver.

Approval forms are indispensable tools that ensure accountability, compliance, and effective communication in various domains. By facilitating transparency, accountability, and risk mitigation, these forms create a framework for making informed decisions and managing activities. Moreover, they contribute to the standardization of processes and documentation, promoting fairness and consistency. In an era where accurate record-keeping and compliance are paramount, approval forms offer an essential means of documenting and authorizing actions.

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Approval Letter Templates in PDF

Formally and Genuinely Create an Approval Letter to Explain Your Payment, Vacation Leave, Loan Credit, or Job Request to a Business Employer or Client. All of Our Approval Letters are Written to Fit to an Employee's Work Needs. With Content Already Ready, Documents are Ready-to-Print. But Fret Not! Customizing is Always Available in PDF. Download Template.net's Approval Letter PDF Templates!

• Approval Letter

Approval letters are known to be a consent form written by an individual to approve what is requested by the other end. There are various reasons why an approval letter is made, it could be for personal, work, business, or other else. Producing an approval letter is truly a formal way of making a response.

If you are about to make an approval letter, you must draft it carefully. No matter how small the request may be, you must assure that the tone of your letter must be communicative and formal. You must take into consideration that it must be free from any grammar, punctuation, or spelling errors and it must be concise as well. Drafting one good approval letter may not be easy, that is why we recommend you to have our available approval letter templates in Adobe PDF online. To get started, download any of the templates that you prefer to use, customize it in any manner you prefer, then instantly print or share them via email. Sounds easy right? Having our templates can surely lead you to be productive and time-efficient since they are ready-made templates so you do not have to worry about its content. Aside from that, they are user-friendly templates so you can have them without any hassle.

Polish with us one great approval letter and let the other party know instantly. You can even head over to our collection of refusal letter templates if you prefer to decline the request or request letter templates for a formal way to demand a request. Download any of these templates now!

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The Ultimate Contract Approval Workflow Checklist

• Sep 14, 2022
• Justin Perkins

What does the contract approval workflow look like in your organization? Do you even have a formal process for approving new contracts? It’s important that all the right people have the opportunity to review and approve your firm’s contracts—and that the workflow doesn’t get bogged down by inserting too many people into the process. 

Consider this ultimate contract approval workflow checklist when you want to streamline your contract approvals while ensuring the necessary reviews and compliance with internal and regulatory policies. It contains all the necessary steps to ensure an efficient and effective approval workflow. 

Key Takeaways

• A contract approval workflow is a step-by-step process of ensuring the necessary approvals for a new contract.
• Every contract needs to be reviewed and approved by the appropriate individuals or departments, which may include the department head, contract administrator, legal counsel, and finance.
• Some organizations require senior management or ownership to approve contracts above a certain dollar level. 
• Contract automation software like Contract Logix ensures that every person in your organization properly and efficiently follows each step in the contract approval process. 

What Is a Contract Approval Workflow

Contracts control up to 80% of current business operations . It’s no surprise, then, that tightly managing the contract approval process is key to a business’ success. 

Contract approval workflow consists of all the steps to review and approve a contract. It identifies the key individuals or departments that must give their approval, from initiating a contract to signing the final version. 

In most companies, the contract approval workflow is a set process. The same person or department has to approve the creation of every contract and the same people or departments, such as legal and financial staff, have to give interim approvals along the way. 

A defined contract approval workflow is essential to managing the entire contract process . Without the proper approval steps, rogue contracts could make it through without the necessary review. It’s crucial, for example, for legal staff to ensure that a contract is legally sound. It’s equally important for the accounting or finance teams to ensure that a contract makes financial sense. Other staff may also need to ensure that contracts meet company standards, comply with industry regulations, and are in the company’s best interests. 

Who Needs to Approve Your Contracts?

Once the parties initiate the contract, it has to go through multiple levels of approval. Every organization is different in terms of who needs to approve a contract in its various stages, but there are some common roles. 

Department Head

In many organizations, the manager or head of a department must approve all contacts initiated, requested, or submitted in that department. It makes sense for the head of marketing, for example, to be aware of and approve the request of any marketing-related contracts—to order marketing materials, for example, or engage the services of a marketing consultant. Only someone within a department will know whether a department-related contract is warranted and within budget. 

Contract Administrator

Many larger organizations have a separate contracts department responsible for managing all of the company’s contracts. In this situation, it’s necessary to get the approval of the contract administrator. This person is typically responsible for ensuring that all contracts are in the proper format, contain the appropriate language, and meet the company’s standards. Ideally, they leverage clause and template libraries that are pre-approved by Legal and maintained in contract management software .

A poorly-written or executed contract can put an organization in legal jeopardy. For many contracts, especially larger ones, it makes sense to obtain the review of legal counsel. If you have an in-house legal staff, that means getting that department’s approval. If you don’t have in-house legal, you can often engage the organization’s appointed attorneys to make sure the contract is legally sound.

Legal staff can also help to ensure that the contract complies with all applicable industry and government rules and regulations. Regulatory compliance is a top priority for 57% of senior-level executives , and if your organization has a compliance department or officer, they will take responsibility for compliance approvals.  

Given that most contracts involve some monetary exchange, either to or from your company, it may be necessary for someone in the finance department to approve the contract. The finance team will run the numbers to account for everything and that the contract meets the company’s financial guidelines. In fact, it’s fairly common for contracts over a certain dollar value to be reviewed by finance to ensure they are within the organization’s approved budget.

Senior Management

Depending on the size or importance of a contract, various senior management may need to give their approvals. In some companies, the CFO or CEO must approve contracts with a value above a certain amount. In smaller companies, the owner or president may want to approve all contracts over a set dollar amount. Some owners may want to approve every contract after all other staff have given their approvals.

Final Signatory

Finally, somebody has to sign the contract. Think of contract execution as the final approval level. The signatory can refuse to sign if they don’t approve of the contract’s terms, language, or even nature. Regarding who has the authority to sign, this differs from company to company and contract to contract. In some organizations, department heads may have the authority to sign contracts below a specified dollar amount. In other organizations, the contract administrator may have signing approval. Many companies require the president or owner to sign all contracts, no matter how small. Make sure that the signatory has legal signing authority—and approves of the contract to be signed.

Check Off the Steps in This Ultimate Contact Approval Workflow Checklist

Put it together in order and have a step-by-step contract approval workflow. Contract approval may need to go through the following steps:

• A contract request is made. This could be for a new contract that needs to be assembled or the submission of a contract on 3rd party paper.
• If the request is for a contract on your paper, an authorized employee (typically someone in the contract or legal department) originates and creates the first draft of the contract.
• The head of that requester / initiators department either approves the creation of the contract or the contract’s first draft.
• The department head then forwards the contract to the contract administrator for review, edits, and approval. 
• After the contract administrator approves the current draft, the contract passes to legal counsel for legal review and approval.
• Often simultaneous with a legal review, the finance department performs a financial evaluation and gives financial approval.
• Employees rout the contract to senior management or ownership for approval for contracts above a specific dollar amount.
• After final edits, the contract goes to the official signatory—the owner, senior management, or contract administrator.

Consider each step an essential component of the contract approval workflow checklist.

Why Automating the Contract Approval Workflow Makes Sense

An organization can institute a manual contract approval workflow. In this situation, the company must manually circulate contracts for approval, with requested edits between steps. This usually involves emailing contracts around to various people or physically walking them to someone’s office. This manual approach creates risk and is inefficient and slow. What if a contract gets lost in someone’s inbox? What if the contract gets routed to the wrong person for approval?

Contract approvals are much easier when the entire process is automated. You can do this via contract lifecycle management (CLM) software. CLM software creates a digital contract workflow, where every step from initiation to execution is fully automated . Contracts automatically route to the appropriate individual or department for each approval process step. No unapproved contracts are left sitting on anyone’s desk. No contracts are accidentally sent to the wrong individual or not sent to the right one. It all happens automatically, ensuring a more efficient and error-free process. 

Let Contract Logix Automate Your Contract Approval Workflow

It’s important to have an efficient and tightly controlled contract approval workflow. Our CLM Platform is an easy-to-use solution that automates every step of the contract lifecycle, replacing inefficient and error-prone manual processes with an all-digital process that ensures every contract goes through the necessary approvals. 

Contact Contract Logix today to learn more about automating the contract approval workflow.

Looking for more articles about Contract Management? Check out our previous article “ Introducing Contract Metrics Manager: Real-time Analytics to Mitigate Risk “.

Contract Logix

Contract Logix is a long-time leader and provider of data-driven contract lifecycle management (CLM) software. Our software empowers over 60,000 legal, procurement, finance, and sales professionals to digitally draft, negotiate, approve, execute, and manage contracts.

Hundreds of brands have partnered with us to simplify, automate, and streamline their contracting processes while minimizing risk, increasing compliance, and finalizing business faster across all phases of buy-side and sell-side contracting.

Connect With Us:

Contract Logix, LLC 55 Technology Drive Suite #103 Lowell, MA 01851

All trademarks and registered trademarks are the property of their respective owners Copyright 2024 Contract Logix, LLC All Rights Reserved

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Business approvals templates overview (preview)

• 5 contributors

[This topic is prerelease documentation and is subject to change.]

Approvals are a key use case present across every industry, organization, and department. Use Power Automate to streamline your business processes by digitalizing the approvals experience.

• This is a preview feature.
• Preview features aren’t meant for production use and may have restricted functionality. These features are available before an official release so that customers can get early access and provide feedback.
• This feature is being gradually rolled out across regions and might not be available in your region.

Business approvals templates as part of the approvals kit provide no-code templates that are built on top of Microsoft Power Platform components. Use these templates to accelerate the speed at which your organization creates sophisticated approvals workflows that include conditional branching, delegation, administrative overrides, and more. Since the templates are no-code, almost anyone in your organization can use them to meet your approval needs.

Organizations often need approvals for key business processes. These processes might include expense reporting, time sheet management, business travel requests, procurement orders and sales discounts.

With Power Platform, you can automate approvals needs by combining components from Power Apps and Power Automate . As the complexity of your approvals increases, so does your configuration and need to assemble multiple low code components together. The business approvals templates are available with as a configured collection of components and tools that are designed to help organizations automate their approvals processes quickly.

These templates cover many of the typical requirements in most organizations, such as the ability to:

• Configure multi-stage approvals
• Delegate others to approve
• View approvals progress and history
• Manage out of office for approvers
• Support for versions of approval process
• Publish version approval workflow
• Handle of work days and public holidays

Depending on your role in the organization, you may need an assigned Microsoft 365 license and a Premium Power Platform license to design, store, and run the cloud services related to the business approvals template. Refer to the setup guide for specific license requirements.

Although the underlying features and components used to build the kit (such as Dataverse, Power Apps, Power Automate and connectors) are fully supported, the kit itself which is managed by Power CAT represents sample implementations of these features. Our customers and community can use and customize these features to implement approvals workflows in their organizations.

If you face issues with:

Using the kit: Report your issue on the Power CAT Business Approvals Kit forum. Microsoft Support won't help you with issues related to this kit, but they'll help with related, underlying platform and feature issues.

The core features in Microsoft Power Platform: Use your standard channel to contact Support.

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Business Approval Form

Business Approval Form is used when team members need approve a requested activity from the Customer side.

It contains such information as Customer Name, Project Name, Estimated Expenses, Proposal Submission Date.

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