Proposal: Guidelines and Samples

Proposal cover letter is very essential to get a proposal accepted since it is the first thing that authorities will read. It contains an introduction which gives the reader an idea about the proposal as well as the objectives and goals and how the organization or company will benefit from the proposed project.

Proposal cover letter will help the reader to go through the necessary information of the proposal within a short time.  It should provide enough information and shows that it has a strong solution to their requirements.

The following are some tips before writing a proposal cover letter:

•  Receiver name should write properly such as his/her correct name, designation and address.
•  Start by defining the problem that you intent to solve because in this way you will catch attention of the reader right away.
•  Next, state how you will implement the solution to solve the problem by giving specific action to assure the reader that you have a definite plan.
• Mention the time period to complete the job.
• Also, state the funds needed to for the project.
• Tell the reader to consider recommendations and how the solution in your proposal can help to solve the problem.
• Lastly, before submitting the proposal cover letter, review any errors in spelling, grammar and format.  Double check if the proposal cover letter is accurate.

Many students nowadays are using computer for their research and projects. They often search for the sample work so that they can be used it as a guide to their research or project.  Some sample work is a sample proposal.   Students and researcher must aware that they get the best sample proposal. Below is some characteristics of a good proposal.

•  The objectives and goals of the project is clearly stated and given in detail.
• Make sure to have complete parts of a proposal including title page, abstract, introduction, methodology, facilities, personnel, duration, project cost, conclusion and appendix.
• Methods and procedures is the heart of the proposal so activities and methodologies to be used should be described with as much detail as possible and the continuity between them should be visible.
• There is a complete and detailed schedule of activities for the projects.
• Budget and cost of the project are consistent.
• All major issues should be indicated in the proposal guidelines and are clearly addressed in the proposal.
• The uses of money are indicated in the proposal narrative as well as in the budget.
• The qualifications of personnel or staff are clearly communicated.
• Writing style should be clear and brief to help the reader understand the problem and the proposal.
• Appendices should be used appropriately

April 10, 2000

Ms. Merecel D. Santos
Merecel Catering Services
Sta. Cruz, Manila

Dear Ms. Santos:

I am pleased to invite Merecel Catering Services to become the exclusive food provider for the East Asia Batch 92 Reunion held on April 25 at Santana Park.

The event will run from 11:00 am to 4:00 pm, and we expect over 500 alumni to be there.  We will conduct games, teacher tributes and souvenir and novelty distribution

Your support will be recognized on our event program, promotional flyers and signs we will have up on the day of the event.

I look forward to answering any questions you may have. I hope you will be able to be a part of this event.

Sincerely yours,

Michael D. Flores
Alumni President

Project Title: Proposed One (1) Storey Four Door Apartment

Materials and Finishes Proposal:

ROOF
Roof frame : Long Span Metal Roofing Apo Rib Type
Eaves : Steel Frame System
Gutter : Pre-Painted G.I. Gutter

FLOOR
Ground Floor : Ceramic tile
T & B Floor : Ceramic tile

WALLS
Exterior Walls : Acrytex (semi-gloss) paint finish
Interior Walls  : Latex (semi-gloss) paint finish

CEILING
Interior ceiling : 1/4” marine plywood / paint finish

DOORS
Main Door, Bedroom doors : Flush Type, marine plywood, paint finish
T & B Doors: Aluminum door

UTILITIES
Plumbing: Toilet Fixtures, water closets and accessories

Project Title: Proposed One Storey Three (3) Bedroom Residence

Bill of Materials and Estimates

I.    Concrete and Masonry      – 398,502.50

40 kgs Portland Cement
Washed sand
5” chb
4” chb
8 mm bars
9 mm bars
12 mm bars
GA #16 tie wire
3/4 crushed gravel

II.    Carpentry – 38,775.00

1/4” x 1/4” thk ordinary plywood
1/4” x 1/4” marine plywood
1” x 2” x 1 1/2″ x 12 coco lumber
2” x 2” x 12” lumber
2” x3” x 12” lumber
Assorted nails

III.    Steel Trusses – 45,485.00

L bar 3/16×1 1/2x 1 ½”
C-Purlins 2x3x1.20
C-Purlins 2x6x1.0
1/8 x 1 ½ Flat Bar
Welding Rod
Metal Primer
Paint Thinner
Paint Brush
Hacksaw Blade

IV.    Roofing Materials – 61,772.50

Longspan sheet roofing
Ridge roll
Tekscrew
Type-S Sealant
Silicon Sealant
Touch-up paint
Blindrivets
Color Gutter 24”

V.    Doors – 20,792.00

Main panel door
Panel door .80 x 2.10
3  1/2×3 1/2 hinges
PVC Flush door
Door knobs

VI.    Windows – 45,300.00

1.40 x 1.20 aluminum sliding window
0.50 x 0.60 aluminum sliding window

VII.    Plumbing Rough-in – 15,340.00

Water closets
Stainless Kitchen Sink
4” x 4” Floor Strainer
12 mm water faucet
Water line
PVC assorted fixtures

VIII.    Tile Works – 57,345.00

8” x 10” ceramic wall tiles
8” x 8” ceramic floor tiles
40×40 Ceramic Floor Tile
Tile Grouth
Portland Cement

IX.    Electrical Works – 16,720.00

3” dia. Porcelain receptacle
60 watts energy savers
Single switch
Two gang
Three gang
2” x 4” utility box
4” x 4” junction box
Panel box
Electrical Wires
Safety switch
Moldflex PVC Pipe

X.    Painting Works – 53,750.00

Latex flat
Gloss latex flat wall
Enamel
Flat wall enamel
Metal Primer
Acri-color
Conc. Neutralizer
Paint thinner
Sandpaper
Q.D.E.

XI.    Embankment/Earthfill  – 45,000.00

TOTAL – 798,782.00

Summary

A.    Material Cost – Php 798,782.00
B.    Labor Cost – Php 399,391.00
Total Probable Project Cost – Php 1,198,173.00

Prepared by:

Architect Ted M. Co

Project Title: Proposed One (1) Storey Three Bedroom Residence
Location: Lot 12, Blk 05 Villa Quintana, Samal, Bataan
Owner: Angelito Reagan and Rosalie Reagan, spouses

General Conditions of the Contract

This agreement is made and enters into this January 23, 2011 by and between Architect Ronald Vergara, Richtown Subd. Balanga City, Bataan, and Mr. Angelito Reagan and Rosalie Reagan, spouses and Owner of Lot 12, Blk 05 Villa Quintana, Samal, Bataan

The parties hereto, for in consideration hereinafter, hereby covenant and agreed as follows:

1.    That the Architect hires by the contracting under this contract to do work Construction and supervision of One Storey Three bedroom Residence with a total floor area of 68.00 (6.80 x 10.00) square meters.

2.    That the general conditions of the contract, specifications, plan, as well as drawings with each pages signed by client and architect relating hereto form the integral part of the contract.

3.    Scope of Work

a.    The architect-constructor, inconsideration of the payment to be made by the Owner of the sum money the amount of Eight Hundred Fifty Five Thousand Pesos (Php855,000.00) hereinafter named, agrees to furnish all labor, materials, equipment tools and other facilities and the satisfactory and faithful performance of all works necessary to commence and complete the following phases of works:

b.    Materials and Finishes

1.    Roofing materials – Long span Rib Type
2.    Trusses – Metal Framing
3.    Exterior and Interior Walls – Plaster Cement Finish
4.    Flooring – Plaster Cement – Scratch coat finish
5.    Installation of Electrical and Power system
6.    Installation of water and waste line system

c.    The entire work of the construction of the proposed project shall be under the Supervision of the Architect or her representative.

d.    When the above mentioned work is completed on item 3a-b, the Architect/Contractor shall remove and properly dispose all temporary structures, materials and rubbish of every sort and leave the premises and ground in good condition.

e.    Surveys, test, light and water services shall be provided and secured by the owner.

4.    Changes

These are alterations, additions or omissions of work or materials specified or shown in the drawings during the progress of construction

a.    All changes on the approved plans shall be approved by the Architect or his/her representative and the Owner.
b.    If such changes are made the corresponding value or amount must be agreed upon in writing or mutual between the Owner and the Architect/Contractor.
5.    Schedule of Construction

The work to be performed by the contractor/architect under this contract shall be commenced not later than January 23, 2011 and shall be completed no later than March 23, 2011 unless an extension of time has been authorized or approved by the Owner in writing.

6.    Work under this contract may be discharge by performance if both parties are able to comply with their respective obligations.

7.    The Contract Sum

a.    The Owner agrees that for and in consideration of the faithful performance by the Architect/Contractor in accordance with the provisions of this contract, he/she shall pay the architect the contract sum of Eight Hundred Fifty Five Thousand Pesos (Php855,000.00)
b.    It is expressly agreed by both parties that no change shall be made in the above mentioned contract amount as a result of any fluctuation on the cost of materials, and/or labor.

8.    Payments

Partial payments shall be made by the Owner on account of the Architect/contractor of this contract and will be made as follows:

a.    Upon signing of the contract – ______________
b.    February 25, 2011  – ______________
c.    March 25, 2011 – ______________
d.    April 15, 2011 – ______________

The parties to this agreement hereby agree to full performance of the covenants contained herein.

IN WITNESS WHEREOF, the parties to this Agreement have on the day and year first above given, hereunto set their hands at the bottom of this page and on the left hand margin of all other pages of this Agreement.

By:

____________
Owner

____________
Architect

Signed in the Presence of

________________

________________

During my college days, it is hard to distinguish the difference between the kinds and classification of proposal that’s why I want to share this information. The following text was taken in “Technical Writing, Organization, Form and Content, revised edition by Corazon C. Obnamia, Mariano S Dela Cruz and Margaret S. Aquino.”

Kinds of Proposal

There are three (3) kinds of proposal

1.  The Technical Proposal solves a problem
2. The Management Proposal explains to the prospective client how the entire project will be managed, tells who will manage it, and suggests a time schedule for the completion of the project.
3. A Cost Proposal gives a detailed breakdown of the cost in terms of labor and materials.

Classification of Proposals

1.    A Solicited proposal is requested by a client or a customer.

A request for proposal (RFP) is a document sent out by organizations wanting to receive proposals for a product or service.  It guides an organization on 1) what a proposal should cover 2) when it should be submitted and 3) to whom it should be sent.

2.    An Unsolicited proposal is submitted without a request.

It is prepared by a company in the hope that the excellence of the idea or plan proposed will persuade the potential client of the need.

Project Title: Proposed One Storey Three (3) Bedroom Residence
Location: Lot 25 Blk 4 Santana Land Subdivision Capitangan, Abucay, Bataan
Owner : Mr. Leonardo Navarro and Celestina Navarro, spouses

I.    Site Preparation

1.    Determine the exact location, landmarks and verify boundaries shown in the location plan.
2.    Clearing and Grubbing
a.    The area within limits of the plan shall be cleared of logs, stumps and roots between and embankment.  Filling, grading or leveling the lot as needs and fencing the property if called by the owner.
b.    Provide storage facilities for construction materials as approved by the owner and Architect and Civil Engineer.

3.    Furnishing of all labor, equipment and other facilities necessary to complete the preparation of the site

II.    Concrete Works

1.    The materials to be used and involved in this work shall be the best quality, free from the defects that may impair the strength of the building.
2.    Concrete shall be composed of Portland cement, fine and coarse aggregates and water.
3.    Cement must be of such quality so as to meet the standards specifications.  Fine aggregates shall be composed of sand and coarse aggregates to composed of gravel and crushed stones, both free any injurious amount of dust, lumps of earth and any undesirable elements.
4.    Mixing of concrete shall be done in accordance with the standard specification.
5.    Water to be used in mixing concrete should be clean and free from injurious of oil, organic matter or other deleterious substances.
6.    All reinforced concrete beams, columns and footing shall be of class A mixture (1:2:4) and reinforced as shown on drawings.  No footing shall rest on fill.
7.    All slabs on fill shall be laid well on compacted earth and gravel fill and of class C mixture (1:3:6) and reinforced as shown on drawings
8.    Concrete hollow blocks walls filled with mortar of 1:3 mixture shall be reinforced as shown on drawings.
9.    Concrete to be used for plastering shall be of 1:3 mixture.

III.    Carpentry Works

1.    General Conditions
a.    Lumber shall be of the approved quality of respective kinds required for the various pats of the works.
b.    Framing lumber shall be of rough
c.    All exposed wood works shall be smoothly dressed to sized and shapes

IV.    Tinnery Works

1.    General Conditions
All tannery works shall be conformed to the standard regulations practices in the locality.
2.    Roof Covering shall be gauge 0.04 thk. Long span iron sheets.
3.    Toilets shall be ceramic floor and wall tiles as previously approved by the owner.

V.    Steel Trusses

1.    Use 2-2 1/2” x 2 ½” x ¼” double angle for top chord.
2.    Use 2-2 ½ x 2 1/2 x ¼ double angle for bottom chord.

VI.    Plumbing

1.    Polymutan Pipe (PVC or G.I. Pipe) water line.
2.    Series 1000 PVC Pipe for waste line (Emerald Brand)
3.    PVC 4” dia. Pipe for rain waste line (Emerald Brand)
4.    Water closet, Philippine standard complete with flush tank and fittings

VII.    Electrical Works

1.    All wires shall be according to written specifications found in the approved electrical plan (PHILFLEX)
2.    All circuit breaker shall be General Electric brand or its approved equal.
3.    All convenience outlets shall be provided with 22.
4.    Switches cover & convenience outlets coves shall be National brand or approved equal.
5.    All convenience outlets exposed to weather shall be waterproof, eagle brand

VIII.    Doors and Jambs

1.    Door jamb shall be concrete material and finish
2.    Main door shall be solid panel door.
3.    Use PVC flush door for T/B/

IX.    Windows

1.    Aluminum door powder coated
2.    All windows shall be according to the approved plan.

X.    Paintings

1.    All paints shall be Boysen or its approved equal.
2.    Exterior walls shall be acrytex cast finish or approved finish.

Prepared by:

Arch. Virginia T. Sy

Types of Business Proposal
1.    Sales Proposal

Sales proposal is written to sell an item or idea to a company. It is usually used for research and project request.  Sales proposal is used to attempt to propose new idea, products or services.  First, it is essential to educate potential customer or client about your product or service to offer.  Then, you have to provide convincing statement why the customer needs the product or service. At last, illustrate the return of investment (ROI). A product or service demonstration should also be included in order to know the benefits and advantages. An effective sales proposal has an increase the chances of attaining positive results.

2.    Grant Proposal

It is written to request money that does not have to be paid back from government or private donors. The US government as well as some private foundations and public corporations gives billions of dollars in funding to individuals and organizations to be used for particular projects.  This financial support requires no repayment as long as it used to fund the project for which it was allocated.  The money or the funds is called grant that can be given to individuals, non-profit organization or not-for-profit companies, foundations, charitable or educational organizations.  A successful grant proposal will be awarded the funding.

In business, good decision is based on business proposal because it helps analyze the potential paths.  Using business proposal, decision makers will see the risk and benefits of making changes.

Preparing a business proposal is a lot of work because it requires a planning, researching, analyzing, and answering fundamental questions related to past, present and future of a new business solution.

The past corresponds to the nature of the problems and any difficulties that the company faces.  Presents corresponds with the solution while the future is about the long term benefits of implementing the proposal.

The first part of your proposal includes the background such as the problem and difficulties of the company. Then at the second part, you can now present the solution for the problem.  You can also include the history or the related literature before presenting the solution being proposed.  The solution contains the discussion about the proposal, cost and the benefits of implementing it the company.  You can include graph and charts for further explanation.

The last part will include the future which includes the long term benefits such as the changes and impact for their organization.

When writing effective proposal can be complex and simple things since it all depends on the situation.  Always make sure that your proposal is a winning proposal, meaning that your proposal has outlined the benefits to be gained by the company.