10 Timesheet Approval Email Sample Templates for a Streamlined Process

Have you ever found yourself buried in a sea of endless timesheets to approve? With the modern work culture where remote work has become the norm, managing timesheets has become a critical part of any organization’s workflow. To keep things running like clockwork, it’s important to have a timesheet approval email that is not only professional but also effective.

In this article, we will provide you with some examples of timesheet approval email samples that you can use and edit as needed. But wait, that’s not all! We’ll also be sharing some tips on how to craft the perfect timesheet approval email that will save you time and keep your employees organized.

So, whether you’re a manager or an employee responsible for submitting timesheets, this article is the ultimate guide to mastering the art of effective timesheet approval emails. Let’s dive in!

The Ideal Structure for Timesheet Approval Email Sample

When it comes to timesheet approval, email communication is often the go-to channel for many organizations. However, sending an email that is clear, concise, and straightforward is critical to ensure timely approvals that won’t disrupt your team’s workflow. To achieve that, consider structuring your timesheet approval email into several sections that will make it more organized, digestible, and engaging.

First, start with a clear subject line that indicates the email’s purpose, such as “Timesheet Approval Request for [Week/Month/Year]”. It will help your recipients identify the email’s importance and take quick action, reducing the chances of creating backlogs in the approval process.

Next, use the opening paragraph to introduce yourself and your role in the company. This section should mention the objective of the email and the importance of timely approval. You can also highlight the deadline for submission and any consequences that may arise from delayed responses.

In the next section, briefly summarize the timesheet content and remind the recipient to review and check their information before approving it. Additionally, include any relevant attachments or links that may be necessary for the approval process.

Then, use the body of the email to provide a clear and concise overview of each team member’s timesheet. Ensure that each entry is accurately presented, including the number of hours worked, any overtime, and any remarks that may be necessary. This section should also include the recipient’s name and a clear call-to-action to approve or reject the timesheet.

Finally, thank the recipient for their time and consideration in reviewing their timesheet. Reiterate the deadline for submission and encourage them to provide feedback or ask questions if necessary. You can also mention your willingness to provide additional support if needed.

In conclusion, a well-structured timesheet approval email should contain a clear subject line, introduction, summary, detailed timesheet, and a call-to-action section. By following these guidelines, you can make the approval process more seamless and efficient for your team, minimizing the chances of delays and disputes while promoting a better work environment.

7 Samples of Timesheet Approval Email for Different Reasons

Approving Timesheet for Overtime Hours


Thank you for submitting your timesheet for the past week. I am happy to inform you that your request for overtime hours has been approved. Your hard work and diligence to complete the project within the given deadline have been noticed and greatly appreciated. Keep up the excellent work!

Your payment for the additional hours will be included in your next paycheck. If you have any concerns, please do not hesitate to reach out to me or the HR department.

Best regards,

[Your Name]

Timesheet Approval for a Vacation Request

Dear [Employee Name],

Thank you for submitting your timesheet for [Date] to [Date]. I am pleased to let you know that your vacation request has been approved. I’m happy that you’ll have the opportunity to take some time off and rest. It is important to maintain a balance between work and personal life, and I’m glad that you’re doing just that.

Ensure that you complete any pending tasks before you leave, and that your colleagues have been updated on any important information before you leave. Your substantive duties will be handled by other members of the team while you’re away.

I hope you have a wonderful and restful vacation.


[Your Name]

Timesheet Approval for a Late Submission

Greetings [Employee Name],

Thank you for submitting your timesheet for last week, even though it was delayed. I appreciate that you recognized the importance of submitting your timesheet on time. However, take note that we require that timesheets are submitted before the given deadline in future.

I would like to remind you that in order to make payments on time, we rely heavily on receiving accurate and prompt timesheets. We understand that at times, unforeseen situations may arise, making it difficult for staff to submit timesheets on time. However, please endeavor to ensure that this does not happen again.

Thank you and regards,

[Your Name]

Timesheet Approval for a Correction

Dear [Employee Name],

Thank you for submitting your timesheet for last week. I have gone through it and noticed that there was an error. However, I’m pleased to let you know that the error has been corrected. Please ensure that all timesheets you submit are accurate, so that we can process payments without delay.

If you require any assistance, do not hesitate to reach out to me or the HR department. Once again, thank you for taking the time to double check your timesheet, and ensuring that it is accurate.

Best regards,

[Your Name]

Timesheet Approval for a Promotion Recommendation

Dear [Employee Name],

Thank you for submitting your timesheet for the past week. I want to commend you for performing exceptionally well. Your unwavering dedication and hard work have been recognized, and as a result, I’m pleased to recommend that you be promoted to the next level. Congratulations!

Please continue doing your best and putting in the extra effort in everything you do. I am confident that you will continue to grow and excel in your duties. We value the hard work put in by our employees, and we are committed to rewarding our dedicated staff with job advancements.

Thank you for everything, and congratulations again.


[Your Name]

Timesheet Approval for a Request for Additional Training

Dear [Employee Name],

Thank you for submitting your timesheet for last week. I have read your letter requesting additional training, and I’m pleased to inform you that I fully support your request. As a company, we believe in investing in our employees, and we value professional development. I therefore, strongly believe that additional training will be beneficial to you, as well as the company as a whole.

Please liaise with the HR department and choose the most appropriate training program for you. The course fees will be covered by the company. Training will take place during your working hours and will not affect your pay.

Best wishes,

[Your Name]

Approval for Timesheet with a Reminder on the Timesheet Submission Deadline

Dear [Employee Name],

Thank you for submitting your timesheet for the past week. However, I want to remind you that we require timesheets to be submitted before the specified deadline. In future, you will be required to submit your timesheets by the set deadline. This will help us handle payroll effectively and efficiently, avoiding any delay or complications.

Thanks for your cooperation, and please let me know if you have any queries.

Best regards,

[Your Name]

Tips for Writing an Effective Timesheet Approval Email Sample

When it comes to managing employee hours and approving timesheets, effective communication plays a crucial role. An email to approve timesheets can set the tone for the entire process, and a well-crafted message can make the job much easier for everyone involved. Here are some key tips for writing an effective timesheet approval email:

  • Keep it concise and to the point
  • Your message should be short and straightforward. State the purpose of the email, and provide clear instructions on how employees can submit and access their timesheets online or through your company’s HR portal.

  • Use a clear subject line
  • Your email subject line should be precise and descriptive, so the recipient knows what to expect. For example, “Timesheet Approval Required for Week Ending March 12” is more informative than “Regarding Timesheets.”

  • Include a deadline
  • Make it clear as to when the employees should submit their timesheets and what would happen if they miss the deadline. This will help ensure that you receive accurate and timely submissions, so the payroll team can process them in a timely manner.

  • Be courteous yet direct
  • Approaching your employees in a friendly and professional manner, while also being direct and clear will set the tone for a more productive relationship. Clearly state what you expect, and ask employees to notify you if they encounter any issues or discrepancies while submitting their timesheets.

  • Follow up
  • After approving or declining the timesheets, make sure to follow up with employees to let them know the status and any necessary next steps. This will help avoid confusion or errors and give employees a clear understanding of their responsibilities moving forward.

By following these tips, you can create a well-structured timesheet approval email that sets expectations, promotes clarity and prompts employees to submit accurate and timely timesheets. Clarity and communication are critical when it comes to managing employee hours, and with a little extra effort, you can make the process smoother for everyone involved.

Timesheet Approval Email Sample FAQs

What is a timesheet?

A timesheet is a record of the amount of time an employee has spent on a particular job or project.

Why is timesheet approval important?

Timesheet approval is important to ensure that employees are paid accurately and that project budgets are properly allocated.

What does a timesheet approval email look like?

A timesheet approval email typically includes details about the hours worked, the project or job, and any other relevant information. It may also include a link to the timesheet for review.

How do I approve a timesheet?

The process for approving a timesheet may vary depending on your company’s procedures. Typically, you will need to review the timesheet for accuracy and then click a button or link to approve it.

What happens after I approve a timesheet?

After you approve a timesheet, the information is sent to payroll for processing. The employee will then be paid according to the hours recorded on the timesheet.

What if I need to reject a timesheet?

If you need to reject a timesheet, you should provide a reason for the rejection and ask the employee to make any necessary corrections. The employee will then resubmit the timesheet for approval.

How often do I need to approve timesheets?

The frequency of timesheet approval may vary depending on your company’s policies. Typically, you will need to approve timesheets on a weekly or bi-weekly basis.

Can I approve timesheets on my mobile device?

Many timesheet systems now offer mobile apps that allow you to approve timesheets on your smartphone or tablet.

What if I have questions about a timesheet?

If you have questions about a timesheet, you should contact the employee or their supervisor for clarification. You may also be able to leave comments or notes within the timesheet system itself.

Thanks for reading!

I hope this article on timesheet approval emails helped you in your professional life. Remember to always communicate effectively and professionally with your coworkers and superiors. Don’t forget to check out our website for more helpful tips and tricks. Until next time, happy emailing!