The phrases awaiting approval and pending approval often appear to be interchangeable, but a closer look at their usage reveals subtle differences.
Whether you’re drafting an email, a business proposal, or a formal letter, understanding which phrase to use in the right context can significantly improve clarity and professionalism.
In this article, we’ll explore the nuances between awaiting approval and pending approval, how they’re used in different scenarios, and provide tips for choosing the right phrase.
The phrases “awaiting approval” and “pending approval” are often used interchangeably but have subtle differences. “Awaiting approval” emphasizes the act of waiting with a sense of anticipation, while “pending approval” focuses on the formal process and indicates a document or decision is in progress but not yet finalized.
Understanding the Context of Approval in Language
Before diving into the specifics of each phrase, it’s important to understand the broader context of approval. In communication, approval refers to formal permission or acceptance, often in business, legal, or administrative settings.
The act of approval can pertain to anything from a project proposal to a job application or even a simple request.
In formal language, the phrase you choose—whether awaiting approval or pending approval—can influence the tone and perceived urgency of the approval process. Let’s explore each phrase and how context affects their usage.
The Nuances of ‘Awaiting Approval’
The phrase awaiting approval is typically used when something is in a state of waiting, with an emphasis on the act of waiting itself. It conveys a sense of expectation and suggests that the decision-making process is ongoing.
Example:
“The new marketing strategy is awaiting approval from the board.”
Here, awaiting approval emphasizes that the strategy is still under consideration, and the next steps are dependent on the approval process.
This phrase can also imply a certain level of passive anticipation, where the person or entity seeking approval has no active control over the timing of the decision.
Examples Where ‘Awaiting Approval’ Fits Best
- Project Proposals:
In corporate environments, when a proposal is submitted for review and approval, it’s common to say the project is awaiting approval. This suggests that the proposal is pending the decision but isn’t actively being worked on until it’s approved.
Example: “Our software development proposal is awaiting approval from the finance department.” - Job Applications:
When a candidate has completed their interview but is still waiting for the final decision, the phrase awaiting approval is often used.
Example: “The candidate’s application is awaiting approval by the hiring manager.” - Legal Documents:
Legal documents that require sign-off or review from higher authorities may be referred to as awaiting approval.
Example: “The new contract is awaiting approval from the legal team.”
In these examples, awaiting approval emphasizes that something is still under review and the outcome is yet to be determined.
Variances in the Phrase ‘Awaiting Approval’
The phrase awaiting approval can have different tones depending on how it’s used. For example:
- Passive voice: “The document is awaiting approval” focuses on the document, not the person doing the approving.
- Active voice: “We are awaiting approval” personalizes the waiting process, making it more immediate and human.
In corporate environments, the tone of awaiting approval can communicate varying levels of urgency. If a deadline is involved, the phrase may imply impatience or frustration. However, if there’s no rush, it can simply express the status quo.
Deciphering ‘Pending Approval’
On the other hand, pending approval suggests something is in progress but hasn’t been finalized yet. It implies that approval is part of a process and that the outcome is not guaranteed. This phrase tends to emphasize the procedural or technical aspect of the approval, rather than the emotional or anticipatory aspect.
Example:
“The contract is pending approval from the senior manager.”
This usage of pending approval communicates that the approval is an expected formality that will eventually occur, provided everything meets the necessary criteria. It’s often seen as a more formal, neutral term that focuses on the status of a document or process.
Common Scenarios for Using ‘Awaiting Approval’ and ‘Pending Approval’
Both awaiting approval and pending approval can be used in professional, legal, and corporate communication. However, the context in which they’re used makes all the difference.
Situations for ‘Awaiting Approval’
- Ongoing processes: When a project or document is waiting for a decision but the timeline is uncertain.
Example: “The design draft is awaiting approval from the creative director.” - Anticipation or expectation: When there’s an emphasis on waiting for approval rather than the process itself.
Situations for ‘Pending Approval’
- Formal processes: Where the approval process is part of a system that is expected to happen.
Example: “The new hire is pending approval from HR.” - Document status: When documents or actions are at a stage where they’re not yet finalized, and further steps are needed before finalization.
Corporate Communication and Approval Processes
In corporate communication, the choice between awaiting approval and pending approval often depends on the formality of the communication. Both phrases are common in emails, project updates, and internal memos. However, they serve slightly different functions in a business context.
- Awaiting approval is used more when emphasizing the anticipation or uncertainty surrounding a decision. It could be used in emails to clients or in informal internal communications where the approval is a pending formality, but there’s no set date for when it will happen.
- Pending approval is used in more formal, procedural contexts, such as when a document or action is in the queue and waiting to be processed as part of an approval workflow.
Example of Corporate Email:
“Dear Team, the project plan is awaiting approval from the executive team. I’ll follow up as soon as I receive their response.”
Here, the focus is on the waiting period, highlighting that the decision is out of the sender’s hands.
Real-World Applications of Approval Terminology
The language we use to discuss approval can have significant consequences in professional settings. For example, awaiting approval may imply a delay in decision-making, which could affect project timelines or customer relations.
On the other hand, pending approval suggests a formal process is in place, which might communicate a greater level of formality and control.
Case Study 1:
In a legal context, a pending approval status is common for contracts that are under review but not yet finalized. It’s often used in transactions, mergers, or legal agreements where approval from one or more parties is required before proceeding.
Case Study 2:
In government or public sector communications, awaiting approval can imply that a decision is expected but hasn’t yet been made, possibly leading to a delay in public services or projects.
Grammatical Insights on ‘Awaiting’ vs. ‘Pending’
Let’s break down the grammatical differences between awaiting and pending.
- Awaiting is a present participle that typically indicates an ongoing action, where something is in the state of being awaited. It often involves a sense of expectation.
- Pending is an adjective or noun that refers to something that is not yet decided, often used in formal or legal contexts. It doesn’t convey as much immediacy or anticipation as awaiting.
Examples:
- “The proposal is awaiting approval.” (Present participle)
- “The proposal is pending approval.” (Adjective, indicates status in a formal process)
Expert Tips on Choosing the Right Approval Phrase
- Consider the formality: Pending approval is more formal and procedural, making it ideal for legal documents or corporate settings.
- Focus on the context: Use awaiting approval when you want to convey the sense of waiting or anticipation, such as in customer service or informal business communications.
- Be aware of tone: If you want to sound more urgent or concerned, awaiting approval might better reflect that tone. If you’re simply informing someone of a status, pending approval can sound more neutral.
- Match your audience: Consider who you’re speaking to. Clients might appreciate the more approachable tone of awaiting approval, while higher-ups might prefer the more formal pending approval.
❓ 6 FAQs with Answers
What’s the difference between “awaiting approval” and “pending approval”?
“Awaiting approval” emphasizes the state of waiting and anticipation, often used informally. “Pending approval” focuses on the formal process, typically in legal or corporate contexts, indicating that the approval is in progress but not yet finalized.
Which phrase should I use in business emails?
Use “awaiting approval” when you want to convey a sense of waiting or expectation, especially in less formal contexts. Use “pending approval” for more formal situations where the approval process is part of a workflow.
Can “pending approval” be used in casual settings?
“Pending approval” is more formal and used in legal, corporate, or administrative contexts. For casual settings, “awaiting approval” may feel more natural and less rigid.
Are both phrases grammatically correct?
Yes, both “awaiting approval” and “pending approval” are grammatically correct. The key difference lies in their usage and tone: awaiting approval conveys a sense of anticipation, while pending approval focuses on the process.
Which phrase is more common in legal documents?
“Pending approval” is more commonly used in legal documents because it emphasizes the formal, procedural aspect of the approval process.
How do I choose between the two phrases in my writing?
Consider the formality of the context and the tone you wish to convey. Use “awaiting approval” for more informal, expectation-driven situations, and “pending approval” for more neutral, procedural contexts.
Closing Thoughts on ‘Awaiting Approval’ vs. ‘Pending Approval’
Understanding when to use awaiting approval and pending approval is essential for clear and professional communication. Both phrases are useful, but their subtle differences can change the tone and clarity of your message.
By keeping the context and audience in mind, you can confidently use these terms to convey the appropriate meaning.
So, the next time you’re drafting an email, report, or proposal, remember the key differences between awaiting approval and pending approval—and choose the one that best fits your situation.
