Letter for Approval of Office Equipment Expense

This letter is written to announce that the amount of money has been approved by the company which has been spent on the office equipment. Anyone who is given the order to purchase the office equipment first should pay the money from his own pocket and then the company releases the money for the person. That amount of money is released after the company reviews the receipts.

The letter should not be written in detail since it is a formal letter. The only information which is necessary to be included in the letter is about the approval and the amount of money which will be paid after the approval.

The receiver of the letter should be informed about the amount of the money which has been decided to be paid. The amount of the money which has been approved should be justified in the letter. Also mention in the letter the method, by which you will pay the money to the person who has purchased the office equipment.

1-

I [title] [name] from [department name] am writing to approve the invoice you sent for the office equipment. We had placed an order for [number of] tables and chairs, [number] dustbins and blinds for [number of rooms]. The samples of the patterns you sent for the blinds have also been approved. We found your rates reasonable and the quality of the samples good. We are hopeful that the quality of the furniture you deliver will be just as good.

We have a new office being built currently in [area name] if we like the quality of your office equipment we would like to get the equipment for the new office, from you too.

Looking forward to doing profitable business together.

2-

We received your department’s request for the provision of funds for new office equipment. After review, we found that the office furniture in [department name] was very old and due to hiring of new employees, it was insufficient.

Hence, the company has approved funds for new equipment and the list of sanctioned equipment to be procured is attached to this letter. If there is any change, you want to make to this list please get in touch with Mr. [name] from [department name] before [date].

Funds would be transferred next month to the expense account of your department. Kindly ensure that the furniture you acquire is comfortable, durable, and in line with the office decor. The most important factor we want to draw your attention to is that the same options are available in the market in a widely different price range. So please ensure that you survey the market properly before making a purchase.

Lastly, after making the purchase please submit the detailed invoices along with pictures of the procured furniture for record-keeping. All the best!

3-

We got an update letter from the office of procurement which is stating that the cost of all the office equipment which you have purchased has been approved. We have, therefore, decided to pay you that money. We will add this amount of money to the payroll that you will receive by the end of the month. If you have any questions regarding the information provided in the letter, you can feel free to contact us.