Guide
How to chase an approval over email
Approvals rarely stall because someone said no. They stall because the approver is waiting on someone else, doesn't have what they need, or isn't sure it's theirs to approve. Here's how to get a clear yes.
Why approvals stall
- A hidden dependency. "I'm fine with it, but Finance has to sign off first."
- Missing context. The approver can't say yes without the numbers, the contract, or the change log.
- Unclear ownership. Two people each assume the other one approves it.
- No deadline. Without a date, the request loses to everything that has one.
Ask for an approval that's easy to give
Subject: Approval needed by Thursday: Friday launch Hi Maya, Can you confirm we're approved to launch on Friday? What's changing: the new onboarding flow goes live for all customers. What you need: the release notes are linked here. By when: Thursday noon, so we can keep Friday. A yes or no is all I need. If this isn't yours to approve, who should I ask?
When the answer is "looks good, but..."
This is where most approvals die. You got a reply, so it feels handled, but it isn't an approval yet. Thank them, name the condition, and say when you'll check back.
Thanks, Maya. So we're good once Finance signs off. Can you let me know as soon as they do? I'll check back Thursday morning so we don't lose Friday.
When they go quiet
- Day 2: a one-line nudge in the same thread.
- Before the deadline is at risk: restate the date and what slips if it passes.
- Deadline at risk: ask who else can decide, in the thread, with the approver still on it.
Hi Maya, Friday's launch is at risk without the approval. Is there anyone else who can confirm, or should I bring this to the launch team? Happy to walk anyone through it.
What it looks like when Emily chases it
You send the first email with Emily on Cc. She waits for the reply, notices it isn't an approval yet, and keeps it moving until it is. Then she tells everyone on the thread.
Not done yet
Done
Illustrative example. Names are made up.
Or skip the chasing: CC Emily.
Send the email you were already going to send and add Emily on Cc. If the answer isn't complete, she follows up in the same thread until it is, then closes the loop for everyone. No setup, no inbox access, no new app.
Questions
How do I ask for approval by email?
Say exactly what needs approving, by when, and what happens if it isn't approved in time. Ask for a yes or no, and attach or link everything the approver needs so they don't have to go looking.
Is "looks good" an approval?
Not if it comes with a condition ("looks good, just waiting on Finance"). Treat it as progress, and ask for the explicit yes once the condition clears.
How long should I wait before escalating an approval?
If there's a deadline, escalate once it's at risk, not after it has passed. Without one, two follow-ups a few days apart is enough before you ask who else can decide.
Can Emily approve things for me?
No. Emily gets the approval from the person who owns the decision, follows up until it's clear, and tells everyone on the thread. The decision stays with a person.
Still unsure? Talk to Emily on Discord