Recommendation Proposal Letter

July 15, 2005

Mrs. Rita Africa
School Principal
Central Elementary School
Sta. Rosa, Balanga City

Dear Mrs. Africa:

Based on an inspection trip conducted by Dr. Jose Aquino, School Physician, and Mr. Chelo Castro, School Nurse, at the School Canteen at the Central Elementary School last June 2005, the following recommendations are hereby proposed:

  • Wearing of uniforms, hairnets and aprons at the kitchen crew;
  • Repair and/or replacement of tiles at the lavatory;
  • Restoration of the cooking area near the rear windows for proper ventilation;
  • Construction of cupboards and cabinets for kitchen utensils and racks for casseroles and cooking pans;
  • Installation of permanent sockets and power outlets;
  • Transfer of soft drinks cylinders away from the comfort rooms;
  • Provision of pail or containers with cover for left-over food;
  • Adequate and sanitary space or area for food preparation, specially for raw food;
  • Empty bottles and other disposable containers should be discarded at once;
  • Improvement of the comfort room (construction of a roof and installation of an exhaust fan);
  • Regular cleaning of soft drink coolers and ref;
  • Screening of the school canteen;
  • Weekly general cleaning; and
  • Regular disinfection with Domex or Lysol disinfectants

The recommendations, once implemented, shall redown to the prevention of diseases among students and other users of the canteen, as well as the upliftment of the health and sanitary conditions at the school canteen.

Sincerely yours,

Dr. Jose Aquino
School Physician

Kinds of Proposal Format

Proposal has different formats. Choosing the right format for your proposal is very challenging since your should get it right to have a winning proposal.  The format you choose is greatly affects how your reader will interprets your proposal.  It is important to implement a sales friendly format considering your layout and designs as well as the kinds of format your client’s wants. The kinds of proposal format is depends on the requirements of your client.

The following are the kinds of proposal format

  1. Construction Proposal.  It includes all necessary documentation for the construction project. It is a narrative details the projects including project’s goals, description, objectives, purpose and rationale.
  2. Business Services Proposal.  It looks like a sales presentation because it is composed of service brochures, overviews, referrals from clients.  It also includes the pricing and delivery details.
  3. Response to Request for Proposal.  The client is the one who provides the format for the proposal. The reason why the client wants their format is to easily compare their request to the response.
  4. Quotation for Services Format.  The format for quotation for services is a detailed response to the Request for Proposal (RFP) document.  It itemized the list of services the firm will provide and any services that will be provided by a subcontractor.


Dengue Prevention Project Proposal

I.  Activity: Dengue Prevention through Residual Spraying
Venue: PSU campus
Beneficiaries: PSU Students and Employees

II. Proposed Date:  May 05, and 6, 2011

III. Background Rationale:

Records of Dengue cases admitted at the different local hospitals showed that a remarkable number of such cases come from Nueva Ecija.  So we must take the necessary precautions and actions to prevent Dengue from spreading in our campus.
Residual Spraying is one of the means in the prevention and control of spread of the carrier mosquitoes.

IV. Objective

- To prevent the spread of dengue cases in all our campuses.

V. Description

- Activity
Residual spraying of all classrooms, offices, workshops, grounds and facilities

Schedule of spraying is on May 5, and  6, 2011 from 8:00 am to 5:00 pm

VI. Estimated Budgetary Requirement

Deltamax 2.5 WP (Php550 x 120 sachets)   Php 66,000.00
Equipment and Labor Cost – Php 12,000.00
Food and Snacks    - Php 1,500.00
TOTAL – Php 79,500.00

Prepared and Submitted by:

Ross Ann Carlos
Nurse III

Steps in Writing a Business Proposal

For you to write a proposal easily, all you have to do is follow simple steps and it will ensure that you may have a successful proposal. The purpose of writing a proposal is to convince your reader that your proposed ideas is clearly superior to those submitted by the competitors. Proposal is serves as a sale tool.  It should possess a high quality of a formal technical report.
The following are some simple steps in writing a proposal:

  • Collect all available pertinent information including your customer and competitors. Make necessary research to find out everything related to your business.
  • Analyze and study the collected data and make an introduction.  Begin with the cover letter that introduces your company and then the title page as well as the table of contents if it is lengthy.
  • Write your executive summary that provides the purpose because it is the most important part of your business proposal it should be free of jargon words or too technical terms.  Readers should be able to understand it according to their language.
  • Provides your client an information such as technical details, price details, schedules, training information   and other documentations.
  • Write a rough draft and work for it until you satisfied with your work
  • Review and revise your copy of your business proposal including grammar and spelling
  • Proofread your business proposal with your friend to find minor mistake or error
  • Finalize your work

Sample Simple Project Proposal

Project Title: Proposed Intergroup Relation Training and Development for the JCN Bakery & Grocery
Project Proponent: Reina Samaniego
Project Location: JCN Bakery & Grocery,  Orion, Bataan

I.    Rationale

JCN Bakery & Grocery is one of the biggest grocery stores in Balanga. It has different branches in Bataan located at Orion, Dinalupihan and in Balanga. The main focus of this proposal is to give the employees training about how to have a good relation among them and in the other group.

II.    General Objectives

Intergroup Training development will maintain and improve the relationship among the employees.

Specific Objective

-    To motivate the employees to work efficient.
-     To encourage them to have a good relation among the employees.
-    To enhance the skills of the employees.
-    To avoid Intergroup conflicts among the employees.
-     To increase job satisfaction.
-     To encourage them to have a quality service.
-     To improve and maintain good management.
-     To promote cooperation and good communication among the employees.

III.    Strategies

1.    Planning Phase
- Data Gathering about the company profile.
- Observing the employees relationship.
- Conducting questionnaires and interviews with the employees.
- Analyzing the problem.
- Meeting with the owner, to set the place and the needed things.
- Setting the place where the event will happen.

2. Implementation
The training will be implemented on March 14 to March 17 2009 ( 4 days ) at the convention room of Elizabeth bodega and grocery.

IV.    Work Plan

1. Data Gathering – 3 days
2. Observation – 7 days
3. Interview and Conducting questionnaire – 7 days
4. Analysis of the Problem – 5 days
5.  Meeting with the owner – 2 days
6. Setting the Place = 2 days
7. Implementation – 4 days

V.    Technical Justification

Materials Needed

Computer – (provided by the company)
Projector – provided by the company)
Chairs – (provided by the company)
Miscellaneous expense – P    500.00
Professional cost (2 person) – 6,400.00 ( 3,200 x 2)
Lunch / Snacks – 1,500.00

Project Cost:                    P 8,400.00


Schedule of Activities for Proposed Centralized Admission Program

Schedule of Activities for Proposed Admission Program

  1. Sending of Letters to the Principals of Secondary Schools and School to School Campaign / Career Guidance.  Maximum of Four (4) Guidance Personnel and One (1) Driver.
  2. PSU-CAT Application and Processing
  3. PSU-CAT Data Encoding and Checking of Answer Sheets
  4. Testing Dates
  5. PSU-CAT Results Finalization and Ranking. (Assigned Guidance Personnel and PSU-MIS Personnel)
  6. PSU-CAT Results Printing and Binding (All Guidance Personnel)
  7. Posting of Results and Distribution to Key University Officials and Deans of the PSU-CAT Results (All Guidance Personnel )

Target Dates
November  26  up to April 12, 2000

  1. Areas Covered (Bataan, Pampanga, Olongapo)
  2. Guidance and Admission Office
  3. PSU Main Guidance and Admission Office
  4. CEA Bldg.
  5. MIS Bldg.

Budget Requirements for the Proposed Admission Program

  1. LCD Projector, Laptop, Powerpoint Presentation
  2. Tarpaulin for wall and for poster
  3. Promotional Materials such as Career Guidance Posters, Customized Fans/Calendar, Ballpens, Flyers
  4. Meal and Gas Allowance
  5. Application Forms
  6. Bulletin Information
  7. OLSAT Eight Edition Answer
  8. Six Factor Personality Questionnaire includes test manual, test booklets, quick score answer sheets, profile forms)
  9. College Adjustment Scale includes manual, reusable booklet, autoscore forms


School Proposal Cover Letter

November 12, 2011

Edgardo L. Rosanes, Ed.D.
University President
This Institution

Dear Sir:

Greetings of Peace and Gratitude!

As the University welcomes the second semester of A.Y. 2012 – 2013 with the senior high school students commencing on college entrance preparation, we are presenting to your kind office the proposed Admission Program for Academic Year 2012 – 2013.

A school to school information dissemination as the marketing campaign tool spearheads the activity list.  Then, the processing of the application and test administration follows.

To administer the college admission test, we would like to propose a two (2) day examination (February 18 and March 24, 2012) instead of the three (3) month long testing schedule.  Though it would require acquisition of additional testing materials, we believe that our university can cut cost on paying testing personnel fees, thus would be more advantageous to the university.

May this merit your approval.  Thank you for your usual support to the Guidance Office.

Respectfully yours,

Lenita L. Roxas
Guidance Coordinator

What is Proposal

Proposal is a communication which sells an idea, concept, piece of equipment or furniture, complex system and a service or anything else. A memorandum is also consider a proposal if contains a purchase of anything or suggesting a more effective system for the use of the company.

Also, a proposal defines a problem which has a purpose of solving it.  The suggested solution will be the proposal. It should convince the reader or panel that the proposed undertaking is feasible or superior to those submitted by competitors in cases of public biddings.

A proposal is also consider a sales tool since it should convinces the prospective client or customer to invest their money in the proposed product, idea or services.

There are two types of proposal including solicited and unsolicited proposal.  If the proposal is answering an invitation to bid it is called solicited proposal.  Many proposals are written in response to a Request for Proposal (RFP) from a government or non profit agency.  Some small and medium sized businesses are now give out RFPs to fulfill their needs for best products and services.

When writing a proposal, it usually states the purpose as well as the background information of why you are proposing your suggestion and then state the solution to the problem.  Also, provide the cost that involves in your proposal and end up with the conclusion by restating the problem and the proposal solution.

Sample Grant Proposal Cover Letter

September 15, 2004

Mayor Rosalinda Santiago
Tondo Municipal Office
Tanawan, Batangas

Dear Mayor Santiago

This letter is to propose and submit the enclosed request for funding for your consideration.

The purpose of this request is to secure funding for the purchase of computer scanner to be used by Electronic Processing Department. This device is important in terms of digitizing images such as converting paper documents to digital formats and scanning receipts of clients.

Computer scanner will help be used to back up important paper files into digital format and saving it to the multiple locations. Other use of scanner is the ability ti scan and save print photos and documents into digital format.

The current cost of computer scanner is only Php 5,500.00.  This device is branded and heavy duty so it doing multiple scanning activities.

If you have any question, please don’t hesitate to contact me anytime.

Sincerely yours,

Leonardo de Poldo
EDP President


Project Sample Proposal

Project Type: Two Storey Residential Structure
Project Cost: P3,200,000.00 (Three Million Two Hundred Thousand Pesos)

Scope of Works

I.    General Requirements
a.    Mobilization, Materials Handling
a.    Site Clearing
b.    Temporary Facilities
c.    Demolition
d.    Excavation
e.    Demobilization
f.    Hauling

II.    Concrete Works
a.    Foundation      (Excavation, Pouring of concrete, steel fabrications)        b.    Footing      (Excavation, pouring of concrete, steel fabrications)
c.    Wall Footing (Excavation, pouring of concrete, steel fabrications)
d.    Tie Beams (Excavation, formworks, pouring of concrete, steel fabrications)
e.    Columns (Formworks, scaffolding, pouring of concrete, steel fabrications)
f.    Beams (Formworks, scaffolding, pouring of concrete, steel fabrications)
g.    Roof Beams (Formworks, scaffolding, pouring of concrete, steel fabrications)
h.    Concrete Slab Works (Formworks, scaffolding, poring of concrete, steel fabrications)
i.    Canopies
j.    Counter Top
k.    Fencing are excluded
l.    Outdoor slab works are excluded

III.    Masonry Works
a.    CHB Laying and CHB reinforcements
b.    Brick Works (Limited to conservative finish)
c.    Stone Works (Limited to conservative finish)

IV.    Roofing and Tinsmitry
a.    Truss work
b.    Roofing Installations (.40mm thick Rib Type Roofing)
c.    Gutter Installations (Colored S-gutter)

V.    Finishing Works
a.    Plastering
b.    Ceiling Works ( Limited to conservative finish)
c.    Tile Works
-Ground Floor common areas (Granite Tiles .60x.60m)
-Toilet and Bath (.20x.30 and .20x.20m ceramic tiles)
-Counter Top (Granite Tiles .60x.60m)
-Laminated Flooring for al l rooms
-Second floor common areas (Granite Tiles .60x.60m)
d. Painting Works (Interior and exterior painting)
e. Carpentry works , Cabinets(Limited to conservative finish, surface prepared but not painted)
f. Doors (Panel and flush doors, aluminum framed sliding doors, hardware)
g. Windows (Aluminum framed sliding, awning and fixed windows)
h. Landscaping are excluded
XV.            Electrical Works
a.    Electrical rough-ins, power and lighting lines
b.    Main entrance, Panel board
c.    Lighting and power fixtures are excluded (switches, outlets, drop lights, pin lights, other fixtures)

XVI.    Sanitary Works
a.    Septic Vault
b.    Sanitary lines
c.    Installation of fixtures (Bath tub,Shower and heater fixtures are excluded)
d.    Storm drain

XVII.    Plumbing Works
a.    Cold Water line installations
b.    Deep well, pump installations (Excluded)

XVIII.    Metal Works (Stairs,Veranda Steel Railings) (Gate, Fence,Window Grilles, and other items not included in the items are excluded)