7 Request for Approval Email Templates That Will Save Your Agency Time and Headaches

As an agency professional, you‘re always looking for ways to work smarter, not harder. And one area where many agencies can gain efficiency is client communication, especially around approvals.

Think about how much cumulative time your team spends writing emails to clients to request sign-off on proposals, estimates, deliverables, and scope changes. If you‘re not using templates for these recurring scenarios, you‘re leaving money on the table.

By creating plug-and-play email scripts for common approval situations, you can:

  • Reduce time spent writing the same types of emails over and over
  • Ensure consistent messaging and avoid miscommunication
  • Eliminate uncertainty on how to phrase tricky client requests
  • Get faster client approvals and keep projects on track

In fact, agencies who implement a library of email templates report:

  • Saving 1-2 hours per employee per day on writing emails [^1^]
  • Getting client approvals 20% faster on average[^2^]
  • 25% fewer instances of miscommunication/unclear expectations[^3^]

Ready to reap these benefits for your agency? Below we‘ve compiled 7 highly effective templates for requesting client approvals on everything from proposals to deliverables to scope changes.

Customize them to match your agency‘s voice and offerings, then put them to work to streamline your client communication. Your team (and your clients) will thank you.

1. Respond to a New Business Inquiry

The sooner you can get on a discovery call with a qualified lead, the more likely you are to win their business. Use this template to gather key details, tout your agency‘s relevant experience, and compel the prospect to book a meeting.

Subject: Re: [Prospect Company] – Website Redesign Proposal Request

Hello [First Name],

Thanks for reaching out to [Agency] about your website redesign project. We‘ve helped many brands like [Prospect Company] elevate their digital presence to attract, engage and convert more of their ideal customers. You can see some of our most successful redesigns here [Link] and here [Link].

Our team is excited to learn more about your vision and goals for this project. However, we‘ve found that creating detailed proposals without first gaining deeper insight into a client‘s unique needs is putting the cart before the horse. We aim to be as strategic and results-focused as possible.

To that end, I‘d love to schedule a 30-minute discovery call to discuss:

  • The specific problems you‘re trying to solve with a redesign
  • Your primary objectives and success metrics
  • The decision-making process and timeline
  • How our agency can apply our expertise to exceed your goals

I have the following times available this week:

  • [Date/Time]
  • [Date/Time]
  • [Date/Time]

Please let me know which option works best for you and I‘ll send over an invite. If none of those times suit your schedule, simply choose a slot on my calendar here [Scheduling link] and I‘ll make it work.

We‘re selective about the clients we partner with to ensure we can deliver spectacular results and ROI. Based on what you‘ve shared so far, I‘m confident [Prospect Company] and [Agency] could accomplish great things together.

I look forward to connecting soon,

[Your Name]

2. Request Approval on a Project Estimate

Once you‘ve scoped out a potential project, the next step is getting client sign-off on the estimate or proposal. This email should recap the project details, provide a clear breakdown of the scope and pricing, and guide the client to take swift action.

Subject: [Project Name] Estimate Ready for Review/Approval

Hello [Client Name],

I hope you‘re having a great week. The [Agency] team has been hard at work putting together the estimate for [Project Name] based on our kickoff discussions and the key objectives you shared with us.

Attached please find our detailed proposal, which covers:

  • Project overview and goals
  • Scope of work and deliverables
  • Timeline and key milestones
  • Investment breakdown
  • Terms and conditions
  • Next steps

As you review the estimate, please let us know if you have any questions or feedback. We‘re happy to hop on a call to walk through the specifics together and make sure we‘ve captured your vision.

Once everything looks good to you, please reply back to this email with your approval to proceed. We‘ll then send over the formal contract and get your project underway!

We‘re thrilled at the opportunity to partner with [Client Company] to [key goal/outcome] and can‘t wait to get started.

Looking forward to your response,

[Your Name]

P.S. To keep your project on track to meet the [key date/milestone], please provide your approval by [Deadline]. If we don‘t receive sign-off by then, we may need to adjust the timeline accordingly. Let me know if you foresee any issues with that!

3. Request Approval on Creative Deliverables

Getting client approval on creative work like designs, ad copy, or content pieces can often take multiple rounds of feedback and revisions. This template gives the client specific elements to react to, while also setting expectations around deadlines and next steps.

Subject: [Deliverable] for [Project Name] Ready for Your Feedback/Approval

Hello [Client Name],

The [Agency] team is excited to share the first round of [deliverable type] for your review and feedback.

As a refresher, the primary goals we aimed to achieve with this [deliverable] are:

  • [Goal 1]
  • [Goal 2]
  • [Goal 3]

In the attached file(s), you‘ll see:

  • [Attachment 1]
  • [Attachment 2]
  • [Attachment 3]

Please take some time to look everything over and reply back with your feedback by [Deadline]. Specifically, we‘d appreciate your comments on:

  1. Overall impact and alignment with goals
  2. Visual direction and design elements
  3. Messaging and content flow
  4. Call-to-action effectiveness
  5. Anything missing or that should be changed

Once we receive your feedback, we‘ll implement any necessary revisions and send back an updated version for your approval. Assuming everything looks good, we‘ll then proceed to [next phase].

Keep in mind that our team has carefully crafted this work based on industry best practices and your unique objectives. While we welcome your input, please let us know if you have any major changes, as they may impact the scope, timeline and budget.

If you‘d like to schedule a call to walk through your feedback live, just grab a time on my calendar here: [Scheduling link].

Excited to hear your thoughts and refine this [deliverable] to perfection,

[Your Name]

4. Follow Up On Approval Requests

If you don‘t hear back from a client on an approval request in a timely manner, you‘ll need to follow up to keep the project on track. This template strikes the right balance of polite but firm.

Subject: [Project Name] – Checking in Re: Approval on [Deliverable/Estimate]

Hi [Client Name],

I wanted to check in regarding the [deliverable/estimate] I sent over for your review on [date sent]. I know how hectic things can get, but I want to make sure you received it and had a chance to look it over.

We‘re keen to keep your project moving forward, but need your approval before we can proceed to the next steps. Please reply back with either your approval or any requested changes by [deadline].

If we don‘t hear from you by [date], we may need to push back the project timeline to ensure we can meet your [key milestone/launch] goal.

I‘m happy to jump on a quick call if you have questions or feedback to discuss. Just grab a time here [scheduling link] and I‘ll be there.

Thanks in advance,

[Your Name]

5. Communicate a Timeline Delay

Even with the best-laid plans, sometimes projects get thrown off course due to factors outside your team‘s control. When you need to communicate a timeline change to the client, lead with the facts and present a solution.

Subject: Important [Project Name] Timeline Update

Hello [Client Name],

I‘m reaching out to share a development in your [Project Name] that will require adjusting our planned timeline.

In the attached update [link], you‘ll see that [Vendor/Platform/Team] has informed us of a significant delay in completing [task]. This has a domino effect on our subsequent phases and milestones.

While this is something we identified as a potential risk during our project planning, we were optimistic it could be avoided. Unfortunately that is not the case.

The [Agency] team is already taking the following steps to course-correct and minimize the impact:

  1. [Action 1]
  2. [Action 2]
  3. [Action 3]

However, based on our current estimates, we now project completing [Project Name] on [New Date] rather than our original target of [Original Date].

I recognize the challenges this may cause on your side, and I sincerely apologize for the inconvenience. We‘re fully committed to delivering exceptional work for [Client company], even if it takes slightly longer than planned.

Here‘s what we propose as next steps:

  • [Next step 1]
  • [Next step 2]
  • [Next step 3]

Can we book a call for [Suggested date/time] to discuss this in more detail and align on any adjustments needed? If that time doesn‘t work, please choose an alternative slot on my calendar: [Scheduling link].

Thank you in advance for your understanding,

[Your Name]

6. Request Client Testimonial/Review

Social proof is a powerful tool for winning over prospective clients. After completing a successful project, use this template to request a testimonial or online review to bolster your agency‘s credibility.

Subject: Request for [Client Company] Testimonial

Hello [Client Name],

I hope all is well! Our team is still buzzing about the results we achieved together on [Project Name]. In case you missed it, we recently published a case study showcasing the [key stats/outcomes] from this project here: [Link].

We‘re so grateful for the opportunity to partner with innovative brands like [Client Company] to achieve [key goal/result]. It would mean the world to us if you‘d be willing to provide a testimonial or online review about your experience working with [Agency].

Here are a few ideas for what you could touch on:

  • Why you chose to work with us
  • What you enjoyed most about partnering with our team
  • The top results you‘ve seen from our work together
  • How our work is impacting your broader business goals

If you‘re open to providing a testimonial, simply reply back to this email with 2-4 sentences and we‘ll feature it on our website and marketing materials (with your approval of course).

To leave an online review, you can follow these quick steps:

  • Google: [Google review link]
  • Facebook: [Facebook review link]
  • Clutch: [Clutch review link]

Thank you in advance for taking the time to share your feedback. It helps us continue to raise the bar and attract more great clients like you.

Please let me know if there‘s anything else we can do to support [Client Company]‘s ongoing success.


[Your Name]

P.S. I‘ve attached a few examples of client reviews [link] to give you some inspiration. Let me know if you have any other questions!

7. Request Approval to Expand Project Scope

As an agency, your goal is to become an indispensable partner to your clients. Sometimes that means proactively suggesting additional work that can help them reach their goals faster. Use this template to upsell tactfully.

Subject: Recommendations to Amplify [Project Name] Results

Hello [Client Name],

I hope you‘re as thrilled as we are with the early outcomes of [Project Name]! Our team‘s most recent analysis shows:

  • [Key result 1]
  • [Key result 2]
  • [Key result 3]

It‘s clear our strategy and execution is driving meaningful progress towards [Client Company]‘s goals of [key goals].

Based on these strong early indicators, we believe [Project Name] has the potential to deliver even more powerful results with a few strategic additions to our current scope of work.

Specifically, we recommend adding:

  1. [Recommendation 1 with rationale and projected impact]
  2. [Recommendation 2 with rationale and projected impact]
  3. [Recommendation 3 with rationale and projected impact]

We‘ve put together a detailed proposal [Link] for your review, which covers:

  • Specifics of our recommended work
  • Case studies of similar projects and their results
  • Timing and investment details
  • Projected additional outcomes
  • Terms and next steps

After you‘ve had a chance to look it over, let‘s book a call to discuss it in more detail and answer any questions. I‘ve also included a short agreement at the end of the proposal which you can e-sign to approve this additional work.

Our mission is to help [Client Company] achieve its most ambitious goals through our partnership. I‘m confident these enhancements to [Project Name] will pay substantial dividends.

Looking forward to your thoughts,

[Your Name]

P.S. To implement these additions in time for [key milestone/date], we‘d need your sign-off by [Deadline]. But no pressure – if budget or timing is a concern, let‘s explore some alternative options.

Wrapping Up

With these 7 core templates in hand, your agency will be well-equipped to streamline client communications and secure approvals faster.

Remember, every client and project is unique, so be sure to customize each template to reflect the specific situation, scope of work, and relationship. Insert personal details where appropriate, and adapt the language to maintain your agency‘s distinct brand voice.

Over time, take note of what messaging generates the best results and use those insights to optimize your templates further. Don‘t be afraid to test different subject lines, calls-to-action, or value propositions to boost your success rates.

The beauty of templates is that they give you a strong foundation to build upon while still leaving room for creativity and personalization. Used strategically, they can help your agency save countless hours, keep client projects running smoothly, and build lasting partnerships.

[^1^]: HubSpot, How Email Templates Can Save You 1-2 Hours Per Day, 2022
[^2^]: Wordstream, 10 Powerful Benefits of Email Automation, 2020
[^3^]: The Drum, Agencies Reduce Miscommunication by 25% With Email Templates, 2021