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)

Cost Savings Sample Proposal

Cost Savings Sample Proposal

Problem Statement:  

One of the problems of EthMer Agency is the slow processing of member’s information since they have hundred of members right now.  Whenever there is a hiring,  clerk and secretary will find each member’s information to find out if they have a qualified member for the job vacancy as well as their contact number.

Proposed Solution:

To eliminate the manual processing and finding of member’s information, it is a necessity to buy a computer which allows to store information for easily retrieve of member’s data and reduce the over time of employees. Saving and effort will be cost effective since employees will not require to have an overtime pay.

Steps Involved

  1. Buy a computer that has Microsoft word and Microsoft Excel.
  2. The clerk or secretary will encode all member’s data and information using either Excel or Word.
  3. Also, consider to buy a printer so that employees will have to print important information and browse it manually.

Benefits and Advantages:

  • Save effort and time of clerk or secretary since they are computer literate
  • Easy retrieval of employee’s data and information
  • Reduce the cost of overtime pay
  • Satisfied member since they don’t have to wait for a longer period of time
  • Satisfied client as well because you will provide workers for the short period of time

Potential Problem:

The cost of a set of computer including printer is Php35,000.00.  The new computer would pay for itself within seven (7) months of use.

Fundraising Proposal

Fundraising proposal is written to ask some donation.  It should include organization name and logo as well as the description of your organization such as the vision and beneficiary of the organization.  Also, it should have the personnel abstract, objectives, goals, aims and the budget information. It should also provide the mission and vision of your organization and list down all your beneficiaries.

In the introduction section, it includes the overview and fundraising goals and relate it the beneficiary need. Highlights the benefits if ever the proposal will become successful/

Next to introduction will be the background section.  It should be written the reasons why you are asking for the donation.  Describe how will you complement beneficiary’s mission and comply with its fundraising guidelines.

Also, provides details for the budget and time schedule.  It should indicate the milestone dates for work accomplishment including progress report for the mobilization, sponsorship solicitations, invitations and venue reservation, marketing strategies, and so on.

The most important one is to identify the budget information such as the details of the financial statement as well the expenses.

The last part of your proposal could be the conclusion wherein you can reiterate proposed fundraiser’s benefits.

When writing a proposal, it should be short and concise.  It should also be easy to read by writing a short sentences and use bulleted list. Just make paragraph to less than ten (10) lines. Make sure to search for the correct spelling and grammar errors before sending it.

Bills of Labor and Material Cost Proposal

Project: Two (2) Storey Residential Building

Estimated Labor and Material Cost

I.    General Preliminaries
Excavation – Php 15000
Clearing – 10,000
Backfilling – 40,000
TOTAL – Php 65000

II.    Steel Works
D. Bar G40
D. Bar G33
T. Wire
D. Bar G40
D. Bar
D.Bar G33
D. Bar 640
Steel Gate (for garage)
Steel Gate (for service area)
Steel Railing (for stairs)
Steel Railing (for balcony)
Steel Railing (for stairs)
Solid Wood (for stairs)
Railing Wood
Epoxy Primer
Automotive Paint
Lacquer Thinner
Lacquer Flo

III.    Carpentry Works
Coco Lumber
Form Plywood
Assorted Nails
Gypsum Board
Metal Furring
Carrying Channel
Wall Angle
Carrying Clip
Gymsum Screw
Drill Bit
Blind Revit
Marine Plywood
Gypsum Putty
Gaza Tape
Good Lumber
Finishing Nail
Concealed Hinges
Cabinet Handle
Drawer Guide
Hanger Pipe and Cap

IV.    Masonry Works
CHB #4 and #5
White Sand
Ready mix
Flexi bond

V.    Electrical Works
Electrical Wire
Panel Board
Cable Wire
Telephone Wire
Utility box
Junction Box
Electrical Tape
Flexible Hose

VI.    Paintings
Flat Latex
Flexi Bond
Sand Paper
Bio Fresh
Elastomeric paint
Roller Brush
Paint Brush
Baby Roller
Flatwall Enamel
Sanding Sealer
Top Coat
Lacquer Thinner
Paint Thinner

VII.    Plumbing
PVC Pipe for Drainage
Sanitary Pipe
Neltex Elbow
Neltex T
Neltex Bend
Neltex P-Trap
Vesvo Pipe
Gate Valve
Male Adaptor
Elbow with Thread
Neltex Cement
Counter Top Granite
Kitchen Sink
Kitchen Faucet
Toilet Bowl with Lavatory
Lavatory Faucet

VIII.    Tile Works
Floor Tiles (Granite)
Wall Tiles
Floor Tiles
Outdoor Tiles
Tile Adhesive
Tile Grout

II. STEEL WORKS  – 714,530.00
III. CARPENTRY WORKS –  344,602.00
IV. MASONRY WORKS  –   739,334.00
V. ELECTRICAL WORKS  – 118,620.00
VI. PAINTING –  115,845.00
VII. PLUMBING – 122,955.00
VIII. TILE WORKS  –  272,200.00
Total Cost of Materials   –   2,493,086.00

LABOR COST (40%) – 997,234.40
CONTRACTOR  PROFIT (10%) –  249,308.60
CONTINGENCY PLAN (5%) – 124,654.30
TOTAL COST – PHP   3,864,283.30

Proposed Technical Specification

Technical Specification for Proposed One-Storey Residential Structure

Project Proposal: Proposed One-Storey Residential Structure
Address: Del Rosario St. Pilar, Bataan
Owner: Engr. Ethelmer Navarro
Subject: Technical Specifications

General Requirements

A.    The work to be executed shall be done in accordance with the accompanying plans and specifications

B.    All works to be done shall be in the best quality of workmanship under the supervision of an Architect or a Civil Engineer

C.    The construction shall conform to all the requirements of the National Building Code, as well as the local rules and regulations of the City or Municipality

D.    Scope of Works

I.    Site Preparation
II.    Excavation
III.    Backfilling
IV.    Concrete of Works
V.    Proportioning of Concrete
VI.    Forms and scaffoldings
VII.    Concrete Slab Floors on Fill
VIII.    Steel Reinforcing Bars
IX.    Masonry
X.    Finishes
XI.    Floor Finishes
XII.    Tile Wall and Floor Finishes
XIII.    Carpentry and Lumber
XIV.    Roofing
XV.    Doors and Windows
XVI.    Electrical Works
XVII.    Plumbing Works
XVIII.    Metal
XIX.    Painting

I. Site Preparation

The building site shall be leveled according to the plans and cleared of rubbish, roots and other perishable and objectionable matters to a suitable sub-grade.

All such unsuitable materials shall be removed from the building site and spread uniformly over the areas adjacent the proposed building, or otherwise disposed off as may be directed by the Architect or the Engineer in charge of the construction.

The contractor shall make the necessary temporary facilities such as the bodega and comfort room.  This section also includes temporary connections of electrical and plumbing utilities.

Existing walls will not be demolished, instead will be used and reinforced as wall partition at Ground Level.

II. Excavation

All excavations shall be made to grade indicated in the drawings, where the building site is covered with any kind of fill, the excavation for footings should be made deeper until the stratum for safe bearing capacity of the soil reached.

Whenever water is encountered in the excavation process, it shall be removed by bailing or pumping, care being taken that the surrounding soil particles are not disturbed or removed.

III. Backfilling

After concrete for foundations reached the curing period to withstand pressure resulting from fills, the materials removed from excavations shall be used for backfills around them.

Backfills shall be placed in layers not exceeding 150mm in thickness, and each layer shall be thoroughly compacted wetting, tamping and rolling.

IV. Concrete Works

All concrete shall be mixed thoroughly until there is a uniform distribution of the cement and aggregates, and should be deposited as nearly as practicable in its final position, care being taken to avoid segregation of the aggregates.

Water to be used for mixing concrete shall be clean and free from injurious amount of oil, acids, alkalis, salts, and other organic materials.

All reinforced concrete columns, beams, and slabs shall be according to design as shown on plan.

Materials, Portland cement ASTM C 150, Type I, Sand ASTM C 897

V. Proportioning of Concrete

All concrete works shall be done in accordance with the standard specifications for plain and reinforced concrete as adopted by the Government.  Cement to be used shall be HOLCIM Portland Cement or equivalent.

The following proportions of concrete mixtures shall be used for the various parts of the building:
Columns and Footings – Class A (1:2:4)
Wall Footings – Class A(1:2:4)
Reinf. Concrete Beams and Slabs – Class A(1:2:4)
Slab on Fill – Class B(1:2 1/2:5)

The fine aggregate for concrete shall consist of natural sand, or of inert materials with similar characteristics, having clean, hard and durable grains, free from organic matter or loam.

The course aggregate for concrete shall consist of crushed rock of durable and strong qualities or clean and hard gravel.  Size of the course aggregate shall vary from 20mm to 40mm (3/4” to 1-1/2”)

VI. Forms and Scaffoldings

All forms for concrete shall be properly braced or connected together so as to maintain the correct position and shapes of the concrete members.  Forms shall be constructed sufficiently tight to prevent bulging and seepage of water.

Forms shall not be removed until the concrete has attained sufficient strength to support its own weight and any loads that may be placed on it.

Scaffoldings must be properly braced to prevent accidents.  Scaffolding materials may be lumber or steel.

VII. Concrete Slab Floors on Fill

Concrete slabs on fill shall be poured on a gravel bed not less than 100mm thick.  Each concrete slab course to be poured shall not be more than one meter wide, and each course shall be poured alternately to the indicated floor finish.

VIII. Steel Reinforcing Bars

All steel reinforcing bars to be used in the construction shall consist of round deformed bars with lugs, projection on their sides to provide a greater bond between the concrete and the steel.  Sizes range is 10mm dia., 12mm dia., 16mm dia.

All steel reinforcing bars shall be accurately placed and secured against displacement by tying them together at each bar intersection with Gauge #16 galvanized iron wire.

The steel reinforcing bars indicated for footings, columns, slabs, beams, girders and other concrete members shall all conform to the number, size and spacing as indicated in the drawings or schedule of steel reinforcements.

IX. Masonry

Concrete hollow blocks to be used in this project shall be 5 inches thick.

All exterior concrete hollow blocks to be used for the first floor walls shall be at least 150mm thick, while concrete hollow blocks for interior walls unless otherwise indicated, shall be 100mm thick.  For interior CHB walls where plumbing pipes and fittings shall be located, the thickness shall be at least 150mm thick.

Concrete hollow blocks to be used for walls above the first floor, shall be 150mm thick.

The concrete hollow block walls shall be laid, and the cells filled with cement mortar consisting of 1 part Portland cement and 3 parts sand by volume.  They shall be reinforced with round deformed bars, 10mm diameter, spaced not more than 1.20 meters on center, both ways.

X. Finishes

Interior walls shall be of Smooth Plain Cement Plaster finish unless otherwise specified in the plans.
Exterior walls shall be of Smooth Plain Cement Plaster finish.

This section includes Portland Cement Plaster materials
a.    Base – Coat Cement: Portland cement, ASTM C 150, Type I
b.    Job – Mixed Finish Coat: ASTM C 926, Portland Cement, ASTM C 150 Type I
c.    Sand Aggregates for Base Coat: ASTM C 897
d.    Water: Potable and clean

XI. Floor Finishes

All materials to be used as floor finishes for the rooms shall be plain cement finish and general areas of the building shall be plain cement finish.

XII. Tile Wall and Floor Finishes

The toilet and bathroom floors shall be finished with 0.20m x 0.20 CERAMIC TILES and approved equivalent
The walls of the toilets, bathrooms shall be 0.20m x 0.30m CERAMIC TILES and approved equivalent.

XIII. Carpentry and Lumber
Lumber shall be approved quality of the respective kind required for the various parts of the work, self seasoned, thoroughly dried and free from large, loose and unsound knots, sap, shakes or other imperfections impairing its strength, durability and appearance.  Tanguile shall be used for door jambs, corbets, hangers, ceilings joist and other framings.  Lumber standards must comply with Philippine Lumber Standard and with applicable grading rules of local inspection agencies.

XIV. Roofing
The roof shall be covered with 0.40 mm Color Roof Rib Type roofing.  The roofing sheet shall be secured to the purlins.  Gutter will be Pre-Painted Spanish Gutter.  All accessories must conform to standard of ASTM.  All overlaps and connections must be properly screwed and riveted.

XV. Doors and Windows
This section includes Solid Wood Doors and Hollow – Core Doors
Material: Kilm Dry “J. Melina” for solid door and ordinary tanguile for hollow – core wood doors and approved equivalent.
Install wood doors to comply with manufacturer’s written instructions, referenced quality standard, and as indicated on drawings.
PVC door shall be in quality standard “POLY DOOR” brand or approved equivalent; Extend and Location: Toilet and Bath
This section also includes standard Aluminum Framed (analok) Windows with ¼’ thick bronze glass.  Materials shall conform good quality and to be installed by the required fabricator and must comply with manufacturer’s specification and recommendations for installation of window units, hardware, operators and other components of the work.

XVI. Electrical Works

Basic Electrical Requirements

A.    All electrical works shall be done in accordance with all applicable current edition of the Philippine Electrical Code and shall conform to requirements, agencies and Power Company with jurisdiction over this project.  All work for this installation shall be done under the direct supervision of duly licensed Electrical Engineer or Master Electrician.

B.    All electrical materials, devices, fixtures, fittings and hardware shall be of suitable and approve type for location purposes.

XVII. Plumbing Works

All plumbing works for this project shall be done in accordance with the approved plans and under the direct supervision and control of a licensed Sanitary Engineer or Master Plumber.

Piping shall be properly graded or pitched to ensure easy circulation, drainage and prevent water hammer and noise.

The plumbing installation shall conform with the provisions of the National Plumbing Code and the rules and regulations enforced in the locality.

Piping for drain, waste and vent shall be done using GI push – on system.  For the in-house water supply installation, GI pipes and fittings shall be used.

The plumbing fixtures and accessories to be provided and installed shall be follows:
Water Closets – COOL or approved equivalent
Lavatories – COOL or approved equivalent
Kitchen Sink – Stainless
Shower Heads – COOL or approved equivalent
Soap Holder – COOL or approved equivalent
Toilet Paper Holder – COOL or approved equivalent
Floor Drain – COOL or approved equivalent

Where a sanitary sewer system of sewage disposal is not in operation in the locality, standard septic vault shall be constructed as shown in the drawings.

XIII. Metal
Steel Grills and Ornamental Railings

A.    General: For smooth fabrications exposed to view in the completed work, provide materials with smooth, flat, surfaces without blemishes.  Do not use materials with exposed pitting.  Seam marks, roller marks or roughness.

B.    This section includes ornamental railing fabricated from custom shapes.

C.    Steel and Iron: Provide steel and iron in form indicated to comply with the following requirements
Tubing: Cold formed, ASTM A 500
Steel Plate, Shapes and Bar: ASTM 36

XIV Painting

A.    This section includes surface preparation and field painting of the following:
Exposed exterior items and surface
Exposed interior and surfaces
Surface preparation, priming and finish coast specified in this section are in addition to shop priming, and surface treatment specified in other sections.

B.    Material Compatibility: Provide block fillers, primers, undercoats, finish-coat materials and related materials that are compatible with one another and the substrates indicated under conditions of service and application, as demonstrated by manufacturer based on testing and field experienced.

C.    Materials Quality:  Provide manufacturer’s best quality paint material of the various coating types specified. Paint-material containers not displaying manufacturer’s product identification will not be acceptable.
Proprietary Names:  Use of manufacturer’s proprietary product names to designate colors or materials is not intended to imply that products named are required to be used to the exclusion of equivalent products of other manufacturers.

Cementitious Filler: Not shrink formulations; white Portland cement with fine silicate aggregate, zinc-oxide pigment, and reinforcing chemical binder as approved.

Thinner:  As  recommended by each manufacturer for the respective product.
Equipment: Provide scaffolding, staging, drop cloths, covers, brushes, rollers and spraying and other equipment of the type, grade and size required for the proper execution of work.

D.    Color:  Colors of items or surfaces to be painted are indicated on the drawings and schedules.  Provide custom color of the finished paint system to match the Architect’s sample.

E.    Mixing:  All materials shall be factory or supplier mixed to proper application consistency.  Perform job mixing and tinting only as approved by the Architect.

F.    Application:
General: Apply finish systems in accordance with the manufacturer’s written instructions.  Use applicators and techniques best suited for substance and type of material being applied.  Apply to the dry film mil thickness for each coat as recommended by the manufacturer.  Finish coats shall cover substrate and produce a uniform finish surface, free form from sags, lap mark and other defects.

Sample Problem Statement and Recommendation

Problems Encountered in the Conduct of Surveys and Actions Taken

•    Some of the graduates cannot be located from the addresses listed in the master list.
o    Secure the updated address or contact number from other CE graduates

•    Some of the graduates are not here in the Philippines.  They are presently working abroad.
o    Asked the immediate family members of the graduate to answer the questionnaire or get the email address of the graduate and send the questionnaire to them

•    Time availability of some graduates did not match with the availability of the enumerators.
o    Secure the contact numbers of the graduates and the project proponent will set an appointment for the enumerators through phone call.

•    Some of the graduates or relatives are not interested with the GTS.  Reasoning out that they are busy.
o    Just skip that graduates and go back to them some other time.

•    Some of the assigned graduates to enumerators are far and have a hard time finding them.
o    Swapping of assigned graduates from one enumerator to other enumerators will be allowed as long as they inform the proponent in advance.

•    No reply received from most of the email message sent to graduates working abroad
o    Still sending e-mail messages to them.

Source: BPSU

Sample Recommendations

Recommendation is written to suggest something that is beneficial to everyone who will implement the proposed research or project.  It should be based on the results of your study. Also, it is written for the future researcher to discuss the actions to be taken place.


  1. A preliminary evaluation on the application of the incoming freshmen for civil engineering must be done discouraging those applicants whose reason for taking the course is due to the “influence of the parents and relatives”.  This might result to bigger passing percentage rate in the licensure examinations since most of our students will graduate from their field of interest.
  2. From the data shown, our Job Placement Center must device a program with regards to the employment of our graduates.
  3. A thorough study must be done why most of our graduates are working outside the country and outside the province.
  4. Regular activities for the graduates such as homecoming, meetings of officers, etc. must be considered which will be one of the faster means of getting an up to date data of the graduates.
  5. An Alumni Office must also be considered by the University of the College for the safekeeping of the graduates data.

Source: BPSU