How to Write a Timesheet Approval Email (with 10 templates)

Introduction

Timesheets are crucial for payroll, tracking hours and compliance with labor laws. But chasing employees for timely submissions can be a real pain. Clear and professional emails for timesheet approval can help with that and prevent delays.

Whether you’re a manager approving timesheets or an HR processing them, good emails matter. This post has practical advice and 10 templates for different situations – from initial submissions to reminders.

In this

• Timesheet submission emails and reminders.
• How to write emails for requests, reminders and approvals.
• Common mistakes to avoid.
• 10 templates for your timesheet needs.

Follow these steps and you’ll simplify the approval process and keep payroll on track.

Why Timesheet Approval Emails Matter

Timesheet approval is key to employees being paid correctly and on time. It’s not just about hours – it’s about compliance with labor laws, keeping projects on schedule and payroll streamlined. Clear and timely emails for timesheet approval prevents delays and miscommunication so everyone knows what’s expected.

What is a Timesheet Approval Email?

A timesheet approval email is a formal request to a manager or HR to approve an employee’s submitted hours. It’s a reminder to review and validate timesheets before processing payroll. Clear communication at this stage prevents delays and ensures compliance, reduces back-and-forth when hours need to be clarified.

Why Professional Timesheet Emails Matter

1. Timely Payroll Processing
   Timely emails get employees paid on time. A well-timed timesheet submission email keeps the process moving and avoids payroll delays.
2. Reduces Errors and Misunderstandings
   Clear emails prevent common issues like missing hours or misreported tasks. Especially useful for remote teams so there’s fewer corrections and faster approval.
3. Supports Compliance and Record Keeping
   Properly documented timesheets are key for payroll compliance. Clear emails provide a record of submission and approval, protects against audits or disputes.

To automate your timesheet process check out SaaS tools like Quickbooks electronic employee timesheet.

When to Send a Timesheet Approval Email?

Timing is everything to keep payroll on track. Send these emails:

• End of the week or pay period to remind staff to submit timesheets.
• A day or two before the deadline to nudge managers to approve in time.
• Immediately after submission if urgent approval is needed.

Timely emails reduce late submissions. Read more about sending a polite remininder email to staff to keep workflows smooth.

Now that you know the importance of professional and timely emails you can keep payroll running smoothly and avoid delays. Next we’ll go into the steps to writing a timesheet approval email.

How to Write a Timesheet Approval Email

Writing a timesheet approval email is all about balance – professionalism, clarity and urgency. A well formatted email minimizes confusion, encourages timely submission and keeps the approval process smooth. Below we break down what to include and tips to make your email work.

1. Acknowledge or Request

Start by stating the purpose of the email – either acknowledging the timesheet has been submitted or requesting it’s been submitted if it hasn’t. If it’s for approval, state who submitted it and for what period.

Example:

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This gets the ball rolling for the rest of the email and lets the recipient know what’s being asked.

2. Be Clear on the Deadline

A clear deadline is key to keeping the process on track. Specify exact dates and times to avoid confusion and use polite but firm language to convey urgency without being demanding.

Example:

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To make deadlines more important you can reference compliance or company policy as a reminder of why approval is timely. Read more about time management in business communications from Harvard Business Review.

3. What Happens After Approval

Let the recipient know what happens next. This could be payroll processing, HR review or the timesheet going to the finance team. Be clear about what’s expected of them.

Example:

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Everyone is informed and confusion is minimised.

4. Offer Help

It’s always good to offer help if the recipient has questions or concerns. Shows you’re proactive and keeps the lines open.

Example:

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Adding a help note keeps the tone positive and lets the recipient know they have what they need to complete the task.

5. Close with a Polite Ask

Close with a clear ask of what you need from the recipient and by when. This could be a gentle nudge to approve the timesheet or a reminder to submit if it’s still outstanding.

Example:

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This closes the ask and prompts action.

By following these steps you’ve got professional, clear and actionable timesheet approval emails. Now we’ll look at some tips to make your emails even more effective.

Timesheet Submission and Approval Email Best Practices

A professional and clear timesheet submission or approval email can make all the difference in getting a response on time. These best practices will help you clarify, prompt action and keep the tone professional.

1. Be Professional and Polite

Regardless of the deadline, being professional and courteous is key. Timesheet submission or approval emails are business communication and the tone should reflect that. Politeness increases the chance of a quick and positive response even when there are delays or mistakes.

Tip: Don’t be too formal or aggressive. Keep it friendly but professional.

2. Keep it Short

Time is precious and long emails can be ignored or skimmed. Stick to the essentials—what you need (e.g. submission, approval, clarification), the deadline and any additional instructions. A short timesheet submission email helps the recipient understand the ask without getting bogged down in the details.

Example:

3. Use Clear Subject Lines

A clear subject line helps the recipient know what your email is about. For example “Reminder: Timesheet Submission for [Date]” or “Approval Required: Timesheet for [Employee Name]” lets the recipient know what the email is about and increases the chance of a quick response.

Example Subject Line:

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This makes the email more visible and the request less likely to get lost in the noise.

4. Add a Call to Action

At the end of the email make sure to include a clear call to action (CTA) e.g. “Submit by [date]” or “Please approve by [time] today”. A strong CTA tells the recipient what to do next.

5. Offer Help or Clarification

Always give the recipient the option to ask questions or seek clarification. This is professional and helps prevent future delays caused by misunderstandings or mistakes in the timesheet.

Example:

Timesheet Approval and Reminders Templates

To make the timesheet submission and approval process easier having pre-written templates can be a lifesaver. Below are 10 templates for different situations—from initial submission requests to reminders and approval confirmations. These templates will save you time and keep your communication clear and professional.

1. Initial Timesheet Submission Request

For the first reminder to submit a timesheet before the deadline.

2. Timesheet Submission Reminder (Before Deadline)

A reminder to employees to submit their timesheets as the deadline approaches.

3. Last Reminder

4. Manager Approval

Request from manager or supervisor to approve submitted timesheets.

5. Timesheet Approved

Confirmation that the timesheet has been approved by the manager.

6. Follow Up for Late Timesheet Submission

For when an employee misses the deadline.

7. Staff Reminder

Reminder to all staff to submit timesheets.

8. Timesheet Submission for Remote

For remote teams or freelancers. Focus on submission process.

9. Timesheet to be Resubmitted

When a timesheet is submitted with errors and needs to be corrected.

10. Payroll Reminder

Make sure all timesheets are submitted before payroll.

Timesheet Approval Email Mistakes

Even with the best of intentions, some mistakes in timesheet emails can cause confusion, delays or strained communication. Here are some common mistakes to look out for and how to avoid them.

1. Unclear Instructions

The biggest mistake is not being clear. A timesheet approval email should leave no room for doubt. Be specific about what you are asking for—submission, approval or correction.

Solution: Be specific, include timesheet period, deadline and next steps. Instead of “Please send your timesheet soon” try “Submit your timesheet for [Date Range] by [Deadline].

2. Harsh or Formal Tone

Emails that are too blunt or formal can be off-putting and strain relationships. Even when reminding someone of a missed deadline, be polite. When reminding someone of a deadline, use “Please” and “Thank you”. Don’t sound accusatory even in final reminders. Being friendly and respectful will encourage cooperation.

3. No Deadline Specified

Not specifying a deadline can cause delays as recipients will assume it’s not urgent. Without a deadline, timesheet submissions or approvals won’t be prioritized.

Solution: Always include a date and time in your emails. For example “Please submit by 5:00 PM Friday, [Date]”

4. Not Following Up

If an employee misses the timesheet submission deadline or a manager delays approval, ignoring it will create bigger problems down the line. Not following up will cause payroll delay and frustrated employees.

Solution: Send a polite follow up email if no action is taken by deadline. A reminder email can nudge the recipient to act without being pushy.

5. Too Much Information

Too much information in your email can overwhelm the recipient and they’ll miss the point of the message. If your email is full of unnecessary details, the recipient will skim over the important parts.

Solution: Keep it short and focused. Stick to the essentials: what’s required, deadline and next steps.

By following these mistakes, your timesheet approval emails will be better and more effective. Being polite, clear and including deadlines will get you the responses you need without delays. In the next section we’ll give you more tips to fine tune your timesheet communication.

More Tips for Timesheet Approval Emails

While best practices and avoiding mistakes are important, there are more ways to make your timesheet submission and approval emails even better. These tips will help you streamline communication, increase response rates and be professional across all levels of your organisation.

1. Automate Your Emails

If your company has a regular timesheet submission schedule, consider automating your emails. Automated reminders will save you time and ensure no deadlines are missed and employees submit their timesheets on time.

Tip: You can use MailMaestro's Outlook AI or Gmail AI to automate writing timesheet approval messages for you.

2. Personalise Your Messages

Where possible, personalise your emails. Add the recipient’s name and specific details (e.g. time period for the timesheet) and it will feel more relevant and less generic and increase the chances of a response.

Example: Instead of “Please submit your timesheet” personalise it to “Hi [Employee Name], please submit your timesheet for [Date Range] by [Deadline]”

3. Use Templates for Consistency

Having standardised email templates for timesheet reminders, approvals and follow ups will help you be consistent in your communication. This will save you time and ensure all the necessary information is included every time.

Tip: Adjust the tone and content of your templates for different audiences - managers, staff or HR teams - to make it more effective.

4. Timing

Timing is everything when it comes to timesheet submission and approval emails. Send your reminders and requests well in advance of deadlines to give the recipient time to act. Don’t send requests at the last minute as this can cause frustration and missed deadlines.

Tip: Schedule your emails to go out at the beginning of the week so the recipient has time to complete their tasks before the deadline.

5. Link to Helpful Resources

Sometimes employees may need guidance on how to fill out or submit their timesheets. Add links to helpful resources (e.g. company guidelines or video tutorials) in your emails to reduce confusion and delays caused by misunderstandings.

Summary

In any organisation, timesheet submissions need to be on time and accurate for payroll and project management to run smoothly. By sending clear and structured timesheet approval or reminder emails you can avoid delays and errors. Whether you’re a manager approving hours or an HR professional managing payroll, writing professional timesheet emails is key to keeping the process efficient.

This guide has given you timesheet submission email templates, best practices and common mistakes to avoid. Implement these and you’ll save time and improve communication and compliance within your team. Remember to personalise your messages, keep them short and include clear instructions and deadlines.

If you want to write the emails for timesheet approval each time, try our AI email assistant, MailMaestro. It will write messages for your from scratch or improve your existing drafts using the power of AI.

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