The Art of Getting Things Bought
You need a tool, a service, or a resource. You know it will make your team more productive. But between you and that purchase is a maze of approval forms, budget owners, procurement teams, and people who can say no but not yes.
The difference between requests that get approved and requests that die in inbox purgatory often isn't the merit of the ask — it's the clarity of the communication. Decision-makers approve things they understand quickly and can justify easily.
These templates help you make procurement requests that move through the approval chain without getting stuck.
The Initial Procurement Request
Subject: Procurement request — [product/service name] — [amount]
'Hi [Budget Owner/Procurement], I'm requesting approval to purchase [product/service] from [vendor]. The need: [specific problem this solves — be concrete about current pain]. The solution: [what you want to buy and what it does]. Cost: [total cost, payment structure — one-time vs. recurring]. ROI justification: [quantified benefit — time saved, revenue enabled, risk reduced]. Alternatives considered: [other options and why this one is best]. Timeline: [when you need it and why]. Budget: [which budget this comes from or proposed funding source].'
The ROI section is what separates approved requests from denied ones. If you can't quantify the benefit, your request looks like a want, not a need. Even rough estimates help: 'saves 10 hours per week across the team at an average cost of $X/hour.'
Vendor Comparison Email
Subject: Vendor evaluation summary — [product category]
'Hi [Decision Makers], I've evaluated [number] vendors for [need]. Here's the comparison: [Vendor A: Strengths, weaknesses, pricing, fit score]. [Vendor B: Strengths, weaknesses, pricing, fit score]. [Vendor C: Strengths, weaknesses, pricing, fit score]. My recommendation: [vendor name] because [2-3 key reasons]. Key risks with this choice: [honest assessment]. Next steps needed: [what approvals or actions are required].'
A structured comparison makes the decision easier for everyone. Include enough detail to be credible but not so much that the email becomes a 20-page report. If they need the deep analysis, attach it — don't embed it.
Justifying an Unplanned Purchase
When something urgent comes up that wasn't in the budget: 'Hi [Budget Owner], I need to request an unplanned purchase that I believe is worth prioritizing. The situation: [what changed or what was discovered]. The cost: [amount and timing]. Why it can't wait: [specific consequence of delay]. Budget impact: [where the money could come from — reallocation, contingency, or offset by savings elsewhere]. Risk of not acting: [what happens if we don't buy this]. I realize this isn't planned and I'm happy to discuss trade-offs. Can we connect today or tomorrow?'
Unplanned purchases trigger budget anxiety. Address it directly by proposing where the money comes from and acknowledging the disruption. Decision-makers are more likely to approve when they see you've thought about the broader budget picture, not just your own needs.
Following Up on Stalled Approvals
Subject: Follow-up — procurement request [reference] — submitted [date]
'Hi [Approver], I'm following up on the procurement request I submitted on [date] for [product/service]. The request is currently [status if known — pending approval, with procurement, awaiting budget review]. I want to flag that [time-sensitive element — pricing expires, project timeline impact, vendor capacity constraint]. If there are additional questions or information needed to move this forward, I'm happy to provide them. Is there anything blocking this that I can help resolve?'
Offering to help resolve blockers is more effective than just asking for status. The approver might need information, justification for their own boss, or help navigating a process they don't fully control.
Post-Purchase Validation
After the purchase is made and deployed, close the loop: 'Hi [Budget Owner/Procurement], I wanted to follow up on the [product/service] we purchased [timeframe] ago. Results since implementation: [specific metrics — time saved, problems solved, adoption rate]. Actual vs. projected ROI: [how reality compares to your original justification]. Unexpected benefits: [anything positive you didn't anticipate]. Issues: [any problems, with resolution plans].'
Post-purchase validation does two things: it builds credibility for your future requests (you follow through, not just ask), and it provides data that helps the organization make better purchasing decisions.
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