Thanks to Colleen Cooper in IT who created a template (modified slightly) for you to use to reduce your rejection rate for your Purchase Requisition requests. This email template can help get managers onboard with the new approval requirements and procurement standards. It is easily changed with more/less details as needed so tweak it for your team. It’s a starting point with basic instructions for the approval process: One Level Up. Use the program to verify proper approval level if you aren’t sure. If you know the request is above their limit you can still send this and make a note that it will need to be sent One Level Up and remind that person to also reply to procurement.
Subject line: brief detail about what is being requested
Hi Manager,
(HIGHLIGHT THIS NEXT SECTION): Please provide an approval e-mail by replying to this email with “APPROVED” in the subject line to (insert your email address) so it may be attached to the requisition.
Also copy (CC) Procurement and Contract Services procurementservices@viu.ca for their records.
I am seeking approval from you for the following:
Item requested: insert details of what item/service is (see fully signed agreement/quote attached)
Supplier Name
Work Order # and Activity #(previously called Cost Centre): insert work order
Subtotal:
GST/PST amounts if applicable:
Total:
Please be aware that attachments referenced in the email will not be visible once the email is converted to PDF format.
Assumptions should not be made on who the approver should be. Be sure to verify you use the appropriate approver.
We hope this helps your teams!