Approval Request Form Template

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].

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].

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: ___________________________