Can an Approval Request Slip be signed electronically?

Yes. Electronic signatures meet enforceability tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA when intent, consent, attribution, and record retention are satisfied. Ensure consumer-facing disclosures are used where required.

What makes an e-signed slip legally binding?

A legally binding e-signature requires demonstrable intent to sign, consent to conduct the transaction electronically, attribution to the signer, and the ability to retain and reproduce the record per ESIGN and UETA.

When is notarization required for a slip?

Most internal approval slips do not require notarization. Notarization is only necessary when the approval triggers a legal document (for example a deed or power of attorney) or the organization’s policy specifically requires a notarized acknowledgement.

How do I correct an error after submission?

If the slip is unsigned, request a draft correction and resubmit. After signing, create an amendment or a new approval slip referencing the original, and retain both records for auditability.

How long must I retain completed slips?

Retention depends on purpose: follow IRS guidance for financial records (minimum three years, IRC §6501(a)) and HIPAA for health records (six years, 45 CFR §164.530(j)); adjust for state or sector rules.

Who may sign on behalf of an approver?

Signatory authority must be delegated in writing by the approver or defined in policy. Use documented proxy rules or formal power-of-attorney where required and record the delegation with the slip.

Approval Request Slip

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

APPROVAL REQUEST SLIP

Request Number: Submitted Date:

RECITALS

WHEREAS, Requestor Name: seeks formal approval to enter into or modify a business arrangement as described herein; and

WHEREAS, Approver Entity: is authorized to grant such approval pursuant to its policies and the terms set forth in this Approval Request Slip and attached agreement provisions; and

WHEREAS, the parties desire to document the scope, payment terms, confidentiality obligations, and termination provisions associated with the requested work or transaction, and to obtain required internal and external approvals.

SCOPE OF WORK

Description of Work / Deliverables

PAYMENT TERMS

Total Amount to be Approved: $

Payment Schedule and Milestones

Late Payment Fee / Interest: . Collection costs and reasonable attorneys' fees incurred to obtain payment shall be recoverable by the non-breaching party.

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date:

Either party may terminate for cause upon material breach if such breach remains uncured for after written notice. Either party may terminate for convenience upon advance written notice to the other party, subject to any payment obligations for work performed through the effective date of termination.

CONFIDENTIALITY

"Confidential Information" means non-public business, technical and financial information disclosed by one party to the other, whether oral, written, electronic, or observed, that reasonable business practice would treat as confidential. The receiving party shall: (a) hold such information in confidence using at least the same degree of care as it uses for its own confidential information but not less than reasonable care; (b) use such information solely for the purpose of performing obligations under this approval; and (c) not disclose such information to third parties except to employees or contractors who have a need to know and are bound by confidentiality obligations no less protective than those herein. Confidentiality obligations shall survive termination for a period of , except where a longer period is required by law.

GOVERNING LAW

This Approval Request Slip and any resulting agreement shall be governed by and construed in accordance with the laws of: , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Approval Request Slip, any attached statements of work, and any expressly incorporated documents constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior and contemporaneous proposals, communications, and agreements, whether oral or written. No modification of this Approval Request Slip shall be effective unless in writing and signed by authorized representatives of both parties.

APPROVAL ACTION

Requested Action:

Decision: Approve Conditionally Approve Reject

Approver Comments Administrative Notes (for routing / tracking)

Requestor (Print Name):

By (Signature):

Date:

Approver (Print Name):

By (Signature):

Date:

What an Approval Request Slip Is and When it's Used

An Approval Request Slip is a concise, structured record used to request formal authorization for an action, expense, project, or personnel change within an organization. It captures requestor identity, department, request summary, supporting documentation, cost or budget codes, requested effective date, and designated approver. Organizations use the slip to create an auditable trail for approvals, route decisions through defined workflows, and record timestamps and outcomes. The slip can be issued on paper or as a fillable electronic form and is commonly integrated into procurement, HR, finance, and project intake processes.

Why a Clear Approval Request Slip Matters

A well-structured Approval Request Slip standardizes decision data, reduces processing delays, supports internal controls and auditability, and creates a single record for approvals. When executed electronically with compliant e-signatures, the slip helps satisfy ESIGN and UETA requirements for enforceability while preserving an evidentiary audit trail.

Who Typically Completes or Signs an Approval Request Slip

Common users range across organizational roles responsible for initiating, reviewing, or approving operational decisions.

Requestors — employees or project leads who document the need, cost center, and justification for approval.
Approvers — managers, budget owners, or designated signatories responsible for authorization and budget validation.
Finance and procurement — reviewers who check coding, compliance, and attach PO or contract references.

Different stakeholders follow the same slip structure but may use alternate fields or validation steps according to policy.

Step-by-Step: Completing and Routing an Approval Request Slip

Follow a simple four-step workflow to prepare, send, approve, and archive the slip to keep decisions traceable and timely.

01

Prepare: Complete required fields, attach invoices or quotes, and verify cost center.
02

Submit: Send to the designated approver or automated routing queue with required documents.
03

Approve or Reject: Approver reviews, signs, and records conditions or changes.
04

Archive: Store the final signed slip and attachments in the retention repository.

How to Configure an Electronic Approval Workflow

Configure routing, authentication, and notification settings before rolling out an electronic Approval Request Slip so approvals occur predictably.

Field	Configuration
Routing Order	Fixed or conditional multi-step routing; set priority approvers.
Authentication Method	Email link, SMS code, or stronger identity checks where required.
Notifications	Email reminders and escalation rules for overdue approvals.
Retention Policy	Automatic archival with access controls and retention tags.

Typical Submission Flow for an Approval Request Slip

A clear submission flow reduces bottlenecks: sender prepares the slip, designated approvers sign, and the final record is stored with an audit trail.

Create: Requestor completes form and uploads supporting files.
Route: System routes to approver(s) per configured order.
Authorize: Approver authenticates and applies signature or decision.
Record: Signed slip and audit data are archived for compliance.

Core Elements of a Professional Approval Request Slip

A professional slip balances essential data capture with clarity. Include fields and controls that support review, budget checks, and post-approval tracking to minimize follow-up questions.

Request Summary

One-line description giving reviewers immediate context and allowing automated routing rules to apply based on keywords or categories.

Financial Details

Amount, tax, budget code, and funding source. Clear financial fields prevent misallocation and speed finance approval cycles.

Supporting Documents

Attach quotes, invoices, or specifications. Use consistent file naming and required file types to reduce review delays.

Routing Rules

Define approver lists and conditional steps (e.g., threshold approvals) so the slip reaches the correct decision-makers automatically.

Decision Field

Structured approve/reject/conditional options plus a comments box to capture the approver’s rationale and conditions.

Audit Trail

Record timestamps, signer identity, authentication method, and IP addresses to support audits and dispute resolution.

Security and Compliance Controls to Include

Encryption: TLS 1.2/1.3; AES-256 at rest

Access Controls: Role-based permissions and SSO

Audit Logs: Immutable timestamped event history

HIPAA BAA: BAA available when handling PHI

Authentication: Email, SMS, or advanced methods

Retention Tags: Policy-driven archival and hold

Technical Considerations for eSubmission and Integrations

Choose a platform that supports required authentication, audit trails, and the document formats you use.

File Formats: PDF, DOCX, and HTML supported
Integrations: Prebuilt connectors and APIs
Mobile Support: Works on desktop and mobile

Typical Timelines and Expected Turnaround for Approval Slips

Establish internal SLAs to keep approvals timely. Below are common timeline checkpoints you can adapt to organizational policy.

Submission Window:

Submit slips before monthly close to ensure current-period processing

Reviewer Response:

Approver responds within 3–5 business days per typical SLA

Escalation:

Escalate unresolved items after 7 business days to the next approver

Budget Hold:

Requests after fiscal close apply to the next period unless expressly allowed

Record Availability:

Final signed slip is accessible immediately after approval

Common Mistakes to Avoid When Preparing an Approval Request Slip

Incomplete cost-center or account codes that delay finance posting and reconciliation.
Missing supporting documents such as quotes or vendor invoices that force repeat reviews.
Using informal or ambiguous justification language that increases reviewer questions and back-and-forth.
Routing to the wrong approver because of outdated organizational charts or incorrect role mappings.

Consequences of Incorrect or Incomplete Approval Slips

Unauthorized Spend: Financial exposure and budget overruns

Audit Finding: Noncompliance noted in internal or external audits

Contract Breach: Missed approvals can trigger contractual penalties

Tax Errors: Incorrect accounting leads to IRS adjustment risk

Privacy Violation: Improper handling of PHI can be a HIPAA breach

Operational Delay: Project timelines and procurement stalls

Real-World Examples of Using an Approval Request Slip

These short examples show how organizations apply the slip to reduce friction and preserve control.

Martin Properties — Tim Martin

He switched to electronic slips to handle rental property repairs quickly

saved travel and in-person signatures for field staff
The firm processed approvals remotely, kept complete audit trails, and reduced turnaround from days to hours while maintaining compliance.

Fertility Centers of Illinois — John Butler

Clinical operations used slips to approve supply purchases and staffing changes

integrated approvals with NetSuite for automatic posting
The center improved tracking of budget lines, reduced manual entry, and maintained secure signed records for audits.

Comparing eSignature Pricing and Key Limits for Approval Workflows

Basic pricing and feature availability vary across vendors. The table below lists starting price and common capability indicators used when selecting an eSignature provider.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Business Premium adds bulk send)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions about Approval Request Slips

Answers to common questions about e-signing, legal validity, notarization, corrections, and record retention for Approval Request Slips.

Need help? Contact support

Can an Approval Request Slip be signed electronically?
Yes. Electronic signatures meet enforceability tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA when intent, consent, attribution, and record retention are satisfied. Ensure consumer-facing disclosures are used where required.
What makes an e-signed slip legally binding?
A legally binding e-signature requires demonstrable intent to sign, consent to conduct the transaction electronically, attribution to the signer, and the ability to retain and reproduce the record per ESIGN and UETA.
When is notarization required for a slip?
Most internal approval slips do not require notarization. Notarization is only necessary when the approval triggers a legal document (for example a deed or power of attorney) or the organization’s policy specifically requires a notarized acknowledgement.
How do I correct an error after submission?
If the slip is unsigned, request a draft correction and resubmit. After signing, create an amendment or a new approval slip referencing the original, and retain both records for auditability.
How long must I retain completed slips?
Retention depends on purpose: follow IRS guidance for financial records (minimum three years, IRC §6501(a)) and HIPAA for health records (six years, 45 CFR §164.530(j)); adjust for state or sector rules.
Who may sign on behalf of an approver?
Signatory authority must be delegated in writing by the approver or defined in policy. Use documented proxy rules or formal power-of-attorney where required and record the delegation with the slip.

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