Needs My Approval

Create a category for approvals. This category should be used when the main purpose of the email is to ask the user to approve, reject, review, authorise, sign off, confirm, or give permission for something to move forward.

Include emails where someone is asking for approval on a document, invoice, purchase order, request, change, budget, expense, project decision, access request, policy, leave request, contract, quote, design, process, or system change. This also includes emails where the sender needs a formal decision before they can continue.

Use this category when the email clearly needs the user to make a decision or give permission. Common wording may include phrases such as “please approve”, “can you approve this”, “approval required”, “please review and sign off”, “can you confirm you are happy with this”, “please authorise”, “waiting for your approval”, “can we proceed”, “please give your go ahead”, or “this needs your sign off”.

Do not use this category for emails that only provide information, ask a general question, share an update, or mention approval as background information. Do not use it for system notifications that say something was already approved, unless the user still needs to take action.

If the email asks for both feedback and approval, use this category when the sender needs a clear decision from the user. If the email only asks for comments, thoughts, or review with no decision needed, it may be better treated as a general response or informational email.