Approval Request Form Template

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This Approval Request Form (the “Form”) is submitted on [Submission Date] by [Requester Name].

1. Request Overview

1.1 Request Title. [Short descriptive title].

1.2 Request Type.

☐ Purchase/Spend Approval

☐ Vendor/Tool Approval

☐ Contract/Legal Approval

☐ Policy Exception

☐ Security/IT Change

☐ Access Request

☐ Other: [Describe]

1.3 Department/Team. [Team/Department].

1.4 Priority. ☐ Low ☐ Medium ☐ High ☐ Urgent.

1.5 Decision Needed By. [Date].

2. Request Details

2.1 Description of Request. [What you want approved, in plain language].

2.2 Business Justification. [Why it’s needed and what problem it solves].

2.3 Scope.

In scope: [What’s included]
Out of scope: [What’s excluded]

2.4 Owner/Responsible Person. [Name and role].

2.5 Impact if Not Approved. [What happens if denied or delayed].

In scope: [What’s included]

Out of scope: [What’s excluded]

2.4 Owner/Responsible Person. [Name and role].

2.5 Impact if Not Approved. [What happens if denied or delayed].

3. Cost and Budget

3.1 Total Cost. $[Amount] (estimate or quote).

3.2 Cost Breakdown (Optional). [One-time fees, monthly fees, implementation costs].

3.3 Budget Owner. [Name/Department].

3.4 Payment Timing. ☐ One-time ☐ Monthly ☐ Annual ☐ Other: [Timing].

3.5 Vendor/Payee (If Applicable). [Vendor name].

3.6 Procurement Needed. ☐ Yes ☐ No ☐ Not sure.

4. Risk, Compliance, and Security

4.1 Risk Summary. [Key risks in plain language].

4.2 Security Impact.

☐ No security impact

☐ Low impact

☐ Moderate impact

☐ High impact

Details: [Describe].

4.3 Compliance/Legal Impact.

☐ No compliance impact

☐ Policy exception requested

☐ Contract review needed

☐ Data privacy considerations

Details: [Describe].

4.4 Mitigation Plan. [How you will reduce or manage risks].

4.5 Dependencies. [Other teams, approvals, systems, timelines].

5. Alternatives Considered

5.1 Alternatives. [Other options evaluated].

5.2 Why This Option. [Why the selected option is best].

6. Implementation Plan

6.1 Proposed Start Date. [Date].

6.2 Proposed End Date. [Date].

6.3 Key Steps.

Step 1: [Action]
Step 2: [Action]
Step 3: [Action]

6.4 Success Criteria. [How success will be measured].

6.5 Rollback Plan (If Applicable). [How to undo/stop if needed].

Step 1: [Action]

Step 2: [Action]

Step 3: [Action]

6.4 Success Criteria. [How success will be measured].

6.5 Rollback Plan (If Applicable). [How to undo/stop if needed].

7. Attachments

7.1 Supporting Documents Attached.

☐ Quote/Estimate

☐ Contract / Terms

☐ Security review or questionnaire

☐ Architecture diagram

☐ Risk assessment

☐ Other: [List]

8. Approvals

8.1 Decision.

☐ Approved

☐ Approved with conditions: [Conditions]

☐ Not approved

☐ More information needed: [Requested info]

8.2 Approver Notes. [Notes].

9. Signatures

Requester Name: [Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

Approver 1: [Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

Approver 2 (Optional): [Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

Approver 3 (Optional): [Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

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Approval Request Form Template

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Approval Request Form Template — quick answers

Reviewed July 2026 Free download, PDF & DOCX

What is an approval request form?

An approval request form is a standardized internal document used to request permission to proceed with an action, purchase, exception, or change. It ensures the requester provides the key details decision-makers need — what’s being requested, why it’s needed, costs and risks, and who will own the outcome.

When should you use an approval request form?

Use it anytime a decision requires formal sign-off, especially for spending, vendor selection, policy exceptions, system access, contract deviations, or security and compliance-related changes. It helps prevent “verbal approvals” and creates a clear audit trail.

What should an approver look for in an approval request?

Approvers usually look for clarity on scope, the business need, total cost and timing, potential risks, who will be responsible, and whether alternatives were considered. Good requests also include supporting documents and a clear recommendation.

How do you keep approval requests from getting stuck?

Make the request specific, attach the documents needed to decide, propose a clear decision (approve/deny/approve with conditions), and include deadlines. If the request is time-sensitive, include a short justification for timing and the impact of delay.

What information should be included in an approval request form?

Most forms include requester details, the request summary, background and justification, cost and budget owner, risk and compliance impact, implementation plan, supporting attachments, and signature lines for approvals.

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