Template
Variation Approval Email Template
Keep approval emails short. The client should be able to see the reference, the scope, the total and the action required without scrolling.
Subject line
[Project name] — Variation V014 for approval — £870 + VAT
Body
Hi [Name], Following your instruction on [date], please find variation V014 for [short scope description]. Total: £870 excluding VAT. The full priced build-up (labour, materials, markup) is included in the link below. Please review and approve, request changes or reject using the link. You do not need an account. [Approval link] If we do not receive approval by [date] we will hold the work to avoid carrying unapproved cost. Kind regards, [Your name]
Why a link beats an attachment
A link records who approved, what price they saw and when. A PDF attachment records none of that, and gets forwarded, edited and lost.