Approval Comments: How to Request Special Adjustments

In day-to-day business operations, there may be scenarios where approver comments in a workflow need to be modified to correct errors or handle exceptions. To minimize negative impacts from such adjustments and ensure full traceability—especially when involving decision fairness, audit compliance, and data accuracy—a formal request and approval mechanism is required.

To modify an approval comment, enterprises must follow a special request procedure, typically including these steps:

1. Submit a Request
The admin submits a formal request (e.g., Account Exception Request – System Change/Operation/Data Export), detailing the reason and necessity for the adjustment (e.g., erroneous input, outdated information, or operational errors).

A company-stamped authorization letter must be mailed to proceed with the request.

2. Review and Approval
The request undergoes review by the service provider’s management or designated department heads to ensure compliance and validity.

3. Notification and Logging
Upon completion, relevant personnel are notified, and the system records detailed operation logs for traceability.

Potential Risks

1. Incomplete Information or Misguided Decisions
Modified comments may omit critical details, affecting subsequent approvals or decisions.

2. Audit and Compliance Risks
Adjustments may violate internal audit policies or regulatory requirements, especially in strict environments where they could be perceived as data tampering.

These steps provide policy guidance for exception requests. Note that specific procedures may vary based on approval types or regulatory requirements.

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