Approval Memo Writing Guide – Quick Tips for Writers

This guide supports staff preparing expenditure or contract approval memos, ensuring clear, compliant, and actionable submissions. Each section below corresponds with the standard memo template.

  • Overview of Request

    Purpose: Summarise what is being requested and why.

    Quick Tips:

    • Keep it clear and concise.
    • State what the approval is for (e.g. new contract, renewal, spend approval).
    • Provide key background: who, what, why now?
    • Mention the timeframe, scope, and strategic alignment.
    • State if this relates to a previously approved agreement.

    Example:
    "This memo seeks approval for the 2025 digital media spend under the existing contract with ABC Agency. This work supports Semester 1 2026 student recruitment and aligns with the Enrolment Plan priorities. The vendor was engaged following a competitive sourcing process in 2023, and this represents the third year of the approved contract."

  • Budget Considerations

    Purpose: Clearly outline financial implications and ensure alignment to budget.

    Quick Tips:

    • Specify whether the cost is Operational or Captial expenditure.
    • Include the total contract value (including GST).
    • Confirm funding source and budget line is approved.
    • Mention if prior memos were approved and this is part of a broader contract.

    Example Phrases:

    • “Costs are fully budgeted under the 2025 operating plan.”
    • “This is the second approval memo under a multi-year agreement, with a total approved value of $820,000 including GST.”

  • Risk Discussion

    Purpose: Identify and mitigate key risks.

    Quick Tips:

    • Use bullet points or 2–3 concise paragraphs.
    • Address: operational, financial, supplier, contractual, and strategic risks.
    • Be honest but solution-focused (mention controls in place).

    Common Risks to Consider:

    • Delay risks to service delivery or operations
    • Budget overspend or staged approvals without oversight
    • Non-compliance with procurement policy
    • Supplier performance or exclusivity concerns
    • Legal risk from unapproved contracts

    Example:
    "There is minimal supplier risk as the vendor is under an active, compliant agreement and has delivered strong performance to date. Delay in approval may impact campaign timelines and student recruitment targets for Semester 1, 2026."

  • Approval Workflow

    All memos requesting expenditure or contract commitments must follow a structured workflow aligned with the University’s Financial Delegations of Authority and Procurement Policy.

    • Submitter: The individual requesting the spend or commitment. They are responsible for preparing and submitting the approval memo and supporting documentation.
    • Procurement: A member from procurement must review, comment and sign.
    • Finance Business Partner: The Finance Business Partner assigned to the requesting department must review and confirm budget and allocations.
    • Endorser: Typically, this is the individual who would ordinarily approve the request, but their delegation is below the required threshold. They confirm that the proposal is aligned to the area’s needs, priority, and budget, and endorse it for approval.
    • Approver: The Financial Delegate with the appropriate approval threshold. Approval must come from the delegate whose authority matches or exceeds the total contract value or spend (including any cumulative amounts or variations).

    Important: If the budget owner’s financial delegation limit is below the requested amount, they must endorse it, and the approver must be a delegate with a sufficient limit—regardless of their department or role.

  • Attachment Requirements

    Document

    Required When

    Signed contract or Agreement

    When an agreement has already been executed or is pending execution.

    Quotes or Proposals

    Required for all non-contracted spend and new engagements.

    Finance Review Confirmation

    For all contracts, regardless of value

    Legal Review Confirmation

    For all contracts or proposals where the Supplier has provided terms and conditions

    Previous Approval Memos

    Where a variation or additional funding is requested for a previously approved engagement.

    Business Case or Rationale

    Where appropriate, to demonstrate value, savings, or strategic alignment.

    Budget Breakdown or Forecast Table

    For when expenditure is either:
    Multi-year agreements
    High-value commitments
    Partially funded initiatives
    Involving deposits, staged payments or performance milestones
    Variable usage or contingent pricing
    Split funding across cost centres
    Large programmatic spends with multiple campaigns or workstreams

General Writing Reminders

  • Keep it professional and neutral in tone.
  • Avoid acronyms or internal jargon unless explained.
  • Ensure alignment with procurement and financial policies.
  • Attach the correct supporting documents (agreements, spend summaries, etc.)
  • Double-check dollar values, GST status, and FTE figures where applicable.