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Purchase request letter sample
October 11, 2018 Anniversary Wishes 1 comment

PSZ Library Purchase Request Forms – available from the Research Support Consultant on Letter addressed to Head of Resources Development Division.

Writing an Informal Proposal

Follow these steps when writing a proposal:

  1. State your purpose. Do this clearly and concisely so that the reader knows immediately why you are writing.
  2. Give some background information about why you are proposing your suggestion so that the reader has a better understanding of the problem.
  3. State a solution to the problem; this is where you give specifics about your suggestion.
  4. Continue with any costs that will be involved.
  5. Conclude by restating the problem and proposed solution.

A Sample Informal Proposal

Below you will find a sample proposal asking for new pencil sharpeners for a small private grade school. After each section, we'll provide a commentary to explain how what has been written works as part of a proposal.

The Header

To: Rev. Mark Smith

From: Nicole Johnson

Date: March 10, 2011

Subject: A proposal to purchase new pencil sharpeners for the classrooms of St. Mary's School


I write this letter to propose a solution to a recurring problem at St. Mary's School. The problem is that the pencil sharpeners in the classrooms are very old and do not work effectively anymore. Students and teachers continually become frustrated because it is difficult to sharpen a pencil with the current sharpeners, and pencils that are sharp are crucial for effective learning.

I suggest that we order new pencil sharpeners for each classroom so that the students will have pencils that work well and will therefore be able to write without the frustration of worn down pencil points.

  • Commentary On the Purpose: Because the audience is the pastor of a church that has a grade school, and because the pastor is not using the classrooms in the school every day, he may not know how bad the pencil sharpeners are. Thus, the problem is stated clearly at the beginning in the purpose section of the proposal

Problem of Ineffective Pencil Sharpeners

There are 217 students enrolled in kindergarten through eighth grade at St. Mary's School. These students occupy 12 classrooms each day. None of these classrooms has a pencil sharpener that works well; it takes several minutes to sharpen just one pencil.

This means that if all of the students need to sharpen their pencils once a day (depending on how much writing is being done, a pencil may need sharpened more than once a day), it could take an average of thirty minutes to sharpen them all before the students can sit down to their desks and start learning the day's lessons. Thirty minutes of time spent sharpening pencils takes away a great deal from instructional time.

However, not all the students need to sharpen their pencils at the same time. This need arises at various times throughout the day, often at the beginning of a test or a new lesson.

Because of the length of time it takes to sharpen a pencil, the teachers have continuous interruptions in their lessons throughout the day. Almost everything done in a classroom requires a pencil, especially as students get older, and it is difficult to get anything done without this basic tool.

The current pencil sharpeners have been in the classrooms as long as Mrs. Morris has taught here, and that is over thirty years. They do not work well because they have been in use for so long. Even after sharpening for several minutes, the pencil points still are not as sharp as they should be, and the points break off easily, causing them to need to be sharpened yet again.

  • Commentary on the description of the problem: In this section, the proposal gives more details and background information about the kinds of problems caused by not having effective pencil sharpeners in hopes that the pastor will realize the degree to which the poor sharpeners detract from student learning.

Solution to the Problem

I propose that we purchase electric pencil sharpeners for each classroom. These work quickly and effectively, and take only a few seconds to sharpen a pencil.

Office World carries several pencil sharpeners designed specifically for schools and the high volume of use the sharpeners get in classrooms.

I propose we purchase 12 of the Used-All-Day Pro Student Electric Pencil Sharpeners. These sharpeners have received strong reviews on the Office World web site. In addition, Central Elementary School purchased these for all their classrooms four years ago, and their principal has told me how well they still work.

  • Commentary on the solution: The goal of this section is to convince the pastor that acting on the proposed solution will reap immediate benefits in the classroom. The proposal is specific in the solution; it does not suggest purchasing just any pencil sharpeners, but specific ones that have been researched. It also includes the recommendation of a friend who is a principal at another school to show that other people say this solution works well for them.


The Used-All-Day Pro Student Electric Pencil Sharpeners cost $42.29 each. However, Office World gives a discount if purchasing ten or more, reducing the cost to $35.29 each. Because we are a member of the Office World Schools frequent shopper program, we will receive 2% of our purchase back at the end of the school year. This makes the total cost of the purchase $415.01.

Several electric sharpeners exist that cost more and less than this one, but because of the recommendations of others, I believe that purchasing a middle-priced sharpener will be a wise choice for St. Mary's School. Because Office World offers free shipping for purchases over $50, we will not have any shipping costs.

  • Commentary on costs: In this section, the proposal shows exactly how much the purchase will cost. It also shows how the writer has not chosen the most or least expensive sharpener, but one that is priced in the middle. The writer also spells out any additional financial benefits the school will receive by making this purchase.


In conclusion, I think purchasing new electric pencil sharpeners for each classroom would be of tremendous benefit to St. Mary's School. It would put an end to the constant frustration of students never being able to find sharp pencils, and of losing instructional time because of the length of time it takes to use our current sharpeners.

Thank you for considering making this purchase for our teachers and students!

  • Commentary on Conclusion: The conclusion restates the problem and the proposed solution, and ends on a positive note encouraging the reader to act on the proposal.

As you can see, writing a proposal does not have to be an overwhelming task. With a bit of thought and research, you will be able to write an effective proposal that has a good chance of being approved.

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PSZ Library Purchase Request Forms – available from the Research Support Consultant on Letter addressed to Head of Resources Development Division.

29+ Requisition Letter Formats – PDF, DOC

purchase request letter sample

One of the most basic skills not only that are handy in school, but also in life itself, is the ability to write. This is where we put our imaginations or thoughts into words. It is a skill because everybody has a unique touch to it. When we say touch, it means that we have our own handwriting thus affixing our ownership to that writing. It is beautiful how our mind can put into writing our thoughts on love, feelings, politics, and, on occasions, jokes. All aspects and kinds of writing take practice to truly be great. One kind is when you are writing for a business related matter.

In this article, we will be talking about the definition of an approval request letter. There will be templates present in this article to give you a better view of this kind of business letter. Lastly, we will be enumerating and explaining to you the parts of a request for approval letter or any kind of business letter. Get your pen and paper and take note of the following as this will be useful once you get to the job aspect of your life.

Free Request Letter for Approval Template


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    Free Request Letter for Approval of Project


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      Request for Approval Letter Sample



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      Approval Request Letter

      An approval request letter is a kind of business letter that you make for the purpose of asking the one in charge to approve of a request that you have made.This kind of letter is common if you are requesting for a leave, vacation, payment in advance and etc to your manager or to the Human Resource Department.

      To have an effective request letter for a better chance to get approved, the main point should be present early in the letter and most importantly, your reason must be valid at all costs. With these two, your request for approval letter will be approved in no time. So if you have gotten that already and understood it, you may now proceed to the next paragraph.

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      Parts of a Request Letter

      In this section of the article, we will be introducing to you the parts of a request letter for approval. Take note that the parts of this letter are as similar as of any sample business letter or any formal letter for that matter. This will serve as a refresher article if you had forgotten the parts of a business letter.

      You should know how to make a proper business letter format because it is usually and often the medium used to communicate with a high ranking official in the office. This might take time for some, who still has a hard writing correctly the English grammar, but the only way to overcome that and be good at it is through practice and being consistent with those practices. Once you have mastered it, making a request letter would be already easy for you.

      1. Date

      This is where you place the date on the intended date you will be submitting the letter to the person whom you are sending the letter to. You may also see request letter templates.

      2. Inside Address

      In this part, you will write the address of the receiver. You should first state the complete name, position in the office, address of the office and if applicable, the name of the room or department he is currently working. You have to make sure that all information there is correct to avoid a bad impression from the person you are sending the letter to. You may also see request letter template samples.

      3. Greeting

      This part of the letter is where you give the receiver a simple greeting. A greeting has to be professional yet welcoming in a way that it can still show good morale to the receiver. The greeting that we are about to enumerate can be found in the internet and you could also use to greet your bosses in the future or maybe even, your lover. These are the most common greeting by anybody in the professional world:

      “Good Day!”

      “Good Morning!”

      “Dear Mr…”

      “Dear Mrs…”

      4. Body

      This is where everything will start. What we mean by that is the purpose of you writing the letter. In any formal letter, it is important that you get to the point in order for the reader to know the purpose right away. Nobody ever wants to read a long letter with its purpose only at the end part of it. Since you are making a formal request letter for approval, state it in a way that is professional and yet not too demanding. If you are having a hard time thinking on how to construct it, we will be giving you an example and you may also refer to the templates that we have here in this article. You can try to follow or even expand this example:

      Dear [Official’s Name],

      I am writing this letter to request for your approval for the leave I applied for.

      I wish to take a three-week leave to take care of my mother back home since she has been sick for a couple of months now. I promise that I will finish the tasks you have assigned to me before the day of my leave.

      I have already informed my team to still work effectively as I will be away. I will be communicating with them from time to time via Facebook or email to check their progress report.

      You can still reach me on my phone and email address as I would still be checking from time to time my email. I do hope you would consider my request and wish that you would fully understand the matter at hand.”

      That is a pretty simple way to close a request for an approval letter. Just make sure you put in the important details and make it straight to the point. The lesser the sentiments, the better. The one in-charge of approving does not have the whole day to waste his time in reading your letter so better make it short and simple.

      Having the letter too long can irritate some bosses and can often lead to disapproval especially if there is wrong grammar. That is why it is also important to review your grammar by someone if you are not that confident with yours. Learning how to write a good letter is hard and even hard to make it more convincing. Constant practice and researching more about how to write a request for approval letter is key. You may also see sample membership application letters.

      5. Complimentary Close

      In this part of the letter, this is where you would give it it’s ending. A complimentary close is a phrase which one would write to officially end the writing. The following are some of the most common complimentary close phrases used:

      “Yours truly,”


      “Sincerely yours,”

      “Best wishes,”


      Pick the right one you think fits your kind of letter you are going to pass to your HR department or any staff who gives it to the one who approves requests or not. You may also see free request letter samples.

      6. Signature

      Before you affix your signature, write your name. When its all done, affix your signature as this means you are signifying your ownership and take full responsibility for the letter. Once that is done, you are already done. All you have to do is pray for the best and then send your letter via email or personally. You may also see trasfer request letters.

      Those being enumerated are the basic parts of any business offer letter, its body is just constructed in another way but still has the purpose to get to the main point at the beginning of the first paragraph. If you are having a hard time with the sentence construction and thought, better ask a good friend who is excellent in English to not do the writing for you, but instead to help you on how to write better. It is never a shame to learn something all over again because everybody has their own pace of learning.

      Having someone to teach you one on one is sometimes the most effective way to learn because once you make a mistake, he or she can attend to you easily and correct you. This in turn saves time. Remember that once you get the hang of it, your confidence in this field would grow and give you confidence in making any other sample business letters in the future. avoid doing.

      It is advisable to make your letter ahead of time especially if you are not that good at writing. You still have plenty of time to ask for help. But it is also important to send your letter earlier to not have the HR manager rushing his or her time to read your letter. You also have to be sensitive that people in the workforce to have their tasks and responsibilities with their respective deadlines. Take also the consideration of others. Additionally, if you sent it late, there is a high chance for it not to be approved or even worse, not even read.

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      11+ Request For Approval Letter Templates – PDF

      purchase request letter sample

      Purchase enquiry letter format

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      Formal letter of intent template

      purchase request letter sample

      Are you ready to purchase a business or large ticket item? This sample letter of intent to purchase is a great example of how to communicate your intentions.

      Ryan Francom
      Siding and More Inc
      123 Anywhere Street
      Somewhereville, Best State 88889


      Bill Stevenson
      Rain Gutters R Us
      123 Anywhere Street
      Somewhereville, Best State 88889

      Dear Mr. Stevenson,

      We hereby submit a letter of intent to purchase your business Rain Gutters R Us, its inventory and other assets. We envisage that the principal terms of the proposed transactions would be substantially as follows.

      We would acquire Rain Gutters R Us including its facilities located at 123 Anywhere Street, its logo, brand, brand equity and customer lists. Furthermore, we would acquire all office and field equipment and inventory. As part of the deal, we would assume the current outstanding debt of $50,000.

      As consideration for this, we would provide compensation of $400,000 as follows:

      1. $50,000 deposit on execution of a purchase agreement
      2. $100,000 after 15 day transfer period
      3. Balance in equal payments paid monthly the first 6 months after closing

      As part of this letter of intent, we would require that you cease shopping for other buyers for a period no less than 60 days to provide us time to complete due diligence and finalize the agreement. We would also require that you not disclose our intent to purchase until after the purchase agreement has been completed and we can issue a joint press release.

      This letter is not an official purchase agreement. All of the terms and conditions of the proposed transaction would be stated in the Purchase Agreement, to be negotiated, agreed and executed by both parties.

      If we are selected as a prospective buyer, we anticipate that from the selection date to the closing will take no more than 45 days.


      Ryan Francom

      Sample Letter of Request for Information. Your address. [Insert date]. The Central / State Public Information Officer. Name of the relevant public authority.

      purchase request letter sample
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