Can a Pre Approval Request be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

What fields are mandatory?

Mandatory fields typically include requester name, department, requested action, estimated cost, funding source, and signature blocks for required approvers; missing required fields often result in rejection.

Who can sign as approver?

Approvers must have delegated authority per your organization’s delegation of authority policy; document approval thresholds should be specified in governance policies to avoid unauthorized approvals.

Is notarization ever required?

Notarization is rare for internal approvals but may be required where state law or contract terms demand formal execution; check state rules and instrument type before notarizing.

How do I cancel or revoke an approval?

Revocation typically requires a written amendment or rescission signed by the original approvers; record the revocation and route to records and affected parties.

How long must I keep approved requests?

Retain according to record retention policy and applicable law: minimums include IRS records (3 years, IRC §6501(a)) and HIPAA records (6 years, 45 CFR §164.530(j)).

Pre Approval Request

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

PRE-APPROVAL REQUEST

Request ID Request Date Project / Transaction Name Submitted By Contact Information Address

RECITALS

WHEREAS Requesting Party: submits this Pre-Approval Request to obtain advance authorization to proceed with the Scope of Work described herein; and

WHEREAS Approving Party: has the authority to grant pre-approval subject to conditions set forth in this Request; and

WHEREAS the parties desire to document the scope, payment terms, conditions of approval and the obligations of the parties with respect to the requested activity.

SCOPE OF WORK (REQUESTED ACTION)

Describe the specific activities, deliverables, materials, locations, timelines and any subcontracting or third-party involvement that require pre-approval.

PAYMENT TERMS

The parties agree the costs associated with the approved work shall be handled as follows. Use numeric amounts where required.

Total Estimated Amount Payment Schedule / Milestones Payment Due (Days after Invoice) Late Payment Fee / Interest

Invoices issued under this pre-approval shall reference the Request ID. Unless otherwise specified, the Requesting Party remains responsible for payment of approved costs and for withholding taxes where applicable. Disputed amounts must be notified in writing within the payment period above; undisputed amounts remain payable.

TERM AND TERMINATION

This pre-approval is effective as of Start Date and remains in effect through End Date unless earlier terminated in accordance with this section.

Start Date End Date Notice Period for Termination

Either party may terminate this pre-approval for material breach if the breaching party fails to cure within the notice period set forth above. Approving Party may revoke pre-approval immediately if continued performance would violate law, materially harm Approving Party, or if the Requesting Party provides materially false information.

CONFIDENTIALITY

“Confidential Information” means non-public business, technical, financial or other information disclosed in connection with this Request. Each party shall protect Confidential Information of the other party with at least the same degree of care it uses to protect its own confidential information, and shall not disclose such information except to those employees or advisors with a need to know or as required by law.

Confidentiality Acknowledged Acknowledged and agreed

APPROVAL ACTION

Approving Party to indicate approval status and any conditions. Approval may be unconditional or subject to the conditions set forth below.

Approval Decision Approve Deny

Conditions of Approval (if any)

GOVERNING LAW

This Request and any approval granted hereunder shall be governed by and construed in accordance with the laws of:

REPRESENTATIONS AND WARRANTIES

Each party represents and warrants that it has authority to enter into this Request and to bind the entity on whose behalf it signs, that information provided in support of this Request is true and correct to the best of its knowledge, and that granting or accepting this pre-approval will not violate any applicable law or agreement.

ENTIRE AGREEMENT

This Pre-Approval Request, together with any explicit written approval and conditions documented by Approving Party, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior discussions, proposals and understandings.

ADDITIONAL NOTES

Requesting Party:

Approving Party:

By:

Date:

What a Pre Approval Request Is and When it’s Used

A Pre Approval Request is a written or electronic submission asking an authorized reviewer to approve an action, expenditure, contract, or change before it proceeds. Typical uses include procurement commitments, project scope changes, vendor onboarding, budget exceptions, and regulatory approvals. The form documents requester details, scope, rationale, cost estimate, and required approvals so decision-makers can evaluate risk, compliance, and budget impact. Using a standard Pre Approval Request helps preserve an audit trail, enforces consistent review steps, and provides a recorded basis for downstream contract execution or accounting entries.

Why a Clear Pre Approval Request Matters

A well-structured Pre Approval Request reduces review time, clarifies accountability, and creates an auditable record of authorization. It supports internal controls by documenting scope, cost, and the chain of approval to reduce disputes and compliance gaps.

Who Typically Completes and Reviews These Requests

The Pre Approval Request is used by staff who need advance authorization and by reviewers who confirm compliance, budget, and risk before work or spending begins.

Procurement teams and buyers who need budget and vendor approval prior to purchase orders.
Project managers requesting scope changes, extra funding, or schedule exceptions.
Legal or compliance reviewers assessing contract terms, regulatory impact, or data/privacy concerns.

Use consistent routing and clear signatory authority to avoid delays; document both approvals and any required conditions for approval.

Core Elements of a Professional Pre Approval Request

A complete Pre Approval Request presents the who, what, why, how much, and who must approve. Include attachments and a clear signature area so reviewers can act without follow-up.

Header

Identifies the form type, version, requester name, department, and a unique request ID to support tracking and auditability.

Scope

Concise description of the action, deliverables, affected systems or services, and any dates that define the requested authorization period.

Justification

Business reason, benefits, alternatives considered, and any compliance or contractual drivers that explain why approval is needed.

Cost Estimate

Line-item or aggregate cost, funding account or GL code, and whether the cost is one-time or recurring.

Approval Chain

Named approvers in order, required approval levels, delegated authority thresholds, and any conditional approvals or escalations.

Signatures & Evidence

Signature blocks, dates, attachments (quotes, SOWs, contracts), and a mechanism to record electronic signature metadata or notarization where required.

Required Information and Fields at a Glance

Requester Name: Full legal name of the person submitting request

Department: Business unit or cost center

Project/Contract ID: Existing project or contract identifier

Request Description: Clear one-line summary of the requested action

Estimated Cost: Monetary value with currency

Requested Effective Date: Date the approval should take effect

Step-by-Step: Completing a Pre Approval Request

Follow these steps to prepare a request that reviewers can process quickly and without clarifying questions.

01

Draft details: Summarize the action, scope, and business justification
02

Estimate costs: Provide line items, funding source, and GL codes
03

Attach documents: Include quotes, contracts, and compliance memos
04

Route for approvals: Send to required approvers in the defined order

Configuring an Online Pre Approval Workflow

Set up routing, conditional fields, and authentication to match your organization’s approval policy before sending requests for signature.

Field	Configuration
Template	Create a reusable form with enforced required fields
Notifications	Email reminders and escalation rules to avoid bottlenecks
Conditional Fields	Show cost or legal fields only when thresholds are exceeded
Authentication	Use email, SMS code, or stronger methods per risk level

Where to Send a Completed Pre Approval Request

Direct the completed form to the next approver and to any record-keeping location required by your policy; keep a copy for audit purposes.

Immediate Approver: Route to the person with delegated authority for initial approval
Secondary Review: Escalate to finance, legal, or compliance when thresholds are met
Records Repository: Store a signed copy in the official document management system
External Parties: Send copies to vendors or partners when approvals affect contracts

Distribution and eSubmission Options

Pre Approval Requests can be shared by internal systems, email, or eSignature platforms depending on sensitivity and required authentication.

Email: Suitable for low-risk requests; lacks strong signer authentication unless paired with MFA
eSignature platform: Preferred for signed approvals where identity, timestamps, and audit trails are required
Document management: Archive final signed documents in a controlled repository with access controls

Typical Timelines and Deadlines

Timelines depend on internal SLAs and the complexity of review. Define submission windows and response expectations to manage stakeholder expectations.

Submission Window:

Submit at least 5–10 business days before requested effective date

Internal Review:

Finance and procurement typically need 3–7 business days

Legal Review:

Allow 5–15 business days for contract or compliance review

Notarization:

If required, schedule notarization before execution date

Final Effective Date:

Approval date or specified effective date, whichever is later

Common Mistakes That Delay Approval

Incomplete cost data or missing GL codes force reviewers to request clarifications and restart timelines.
Attaching incorrect or unsigned supporting documents increases review cycles and can result in rejected requests.
Routing to the wrong approver or missing delegated authority thresholds leads to re-routing and approval delays.
Using informal email approvals without a retained signature or audit trail creates audit and compliance risks.

Risks and Consequences of Improper Pre Approval Requests

Denial of Request: Request may be denied for incomplete or noncompliant submissions

Contract Delays: Execution postponed pending proper authorization

Financial Exposure: Unapproved spending may be disallowed in audits

Compliance Breach: Regulatory violations if approvals required by law are absent

Tax Withholding: Incorrect vendor setup can trigger backup withholding

Legal Challenge: Unauthorized commitments may be unenforceable

How a Pre Approval Request Differs from Similar Documents

Compare the Pre Approval Request to related documents to choose the correct form for your workflow.

Criteria	Pre Approval Request	Purchase Order
Notarization Required		sometimes
Witnesses	none	one to two
Typical Use	internal authorization	contract execution
eSignature Friendly

eSignature Vendor Pricing & Feature Snapshot for Approval Workflows

Compare basic pricing and key features when choosing an eSignature platform for Pre Approval Requests; signNow is listed first per table rules.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Pre Approval Requests

Answers to common operational, legal, and technical questions to help submitters and approvers avoid routine problems.

Need help? Contact support

Can a Pre Approval Request be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
What fields are mandatory?
Mandatory fields typically include requester name, department, requested action, estimated cost, funding source, and signature blocks for required approvers; missing required fields often result in rejection.
Who can sign as approver?
Approvers must have delegated authority per your organization’s delegation of authority policy; document approval thresholds should be specified in governance policies to avoid unauthorized approvals.
Is notarization ever required?
Notarization is rare for internal approvals but may be required where state law or contract terms demand formal execution; check state rules and instrument type before notarizing.
How do I cancel or revoke an approval?
Revocation typically requires a written amendment or rescission signed by the original approvers; record the revocation and route to records and affected parties.
How long must I keep approved requests?
Retain according to record retention policy and applicable law: minimums include IRS records (3 years, IRC §6501(a)) and HIPAA records (6 years, 45 CFR §164.530(j)).

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