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Content

Equipment Purchase Proposal Template

Prepared for:
[Client.FirstName][Client.LastName]
[Client.Company]

Created by:
[Sender.FirstName][Sender.LastName]
[Sender.Company]

Proposal Contents

  • Introduction
  • Purpose of Equipment Purchase Proposal
  • Equipment Requirements
    • [Equipment1.Type]
    • [Equipment2.Type]
    • [Equipment3.Type]
    • [Equipment4.Type]
  • Proposed Equipment Models
    • [Equipment1.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment2.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment3.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment4.Model]
      • Key Features
      • Model Description
      • Warranty
  • Available Optional Coverage
    • Key Coverage Features
    • Full Coverage Details
  • Pricing
  • Delivery Timeline
  • Proposal Approval

Introduction

We are proud to put forth this proposal for [Client.Company]’s purchase of equipment from [Sender.Company]. We are well aware of the multitude of vendors for equipment purchases that you have available to you and greatly appreciate the chance you’ve given us to earn your business.

This proposal has several key sections, which you’re encouraged to review thoroughly before adding your signature on the last page. Below, you’ll find:

  • A brief introduction to our business
  • A response to your request for proposals
  • An executive summary of the proposal
  • The equipment requirements
  • The proposed equipment and models
  • Suggestions for optional coverage for this equipment
  • The pricing breakdown for the proposed equipment and suggested coverage
  • The proposed terms and conditions for the sale

To return to a specific section in the proposal, simply click the desired link in the table of contents located near the beginning and end of the proposal document.

We at [Sender.Company] look forward to a long-term association with [Client.Company].

Sincerely,

[Sender.FirstName][Sender.LastName]

Signature

About Us

[Sender.Company] is a [COMPANY DESCRIPTION] focused on [COMPANY VISION STATEMENT]. To accomplish this, we [COMPANY MISSION STATEMENT].

We have been in business for [NUMBER] years, and during that time, we have sold more than [NUMBER OF SALES] pieces of equipment to more than [NUMBER OF CUSTOMERS] customers. We take pride in our work and ability to serve our clients. We’ve received [INDUSTRY AWARD] for our quality and reliability.

You don’t have to take our word for it, though. Past clients have this to say about [Sender.Company]:

  • [Client Testimonial 1]
  • [Client Testimonial 2]

If you don’t have a previous business relationship with the client to whom you’re submitting a proposal, a short “About Us” section is invaluable. It saves your potential clients time and effort researching your company. You can customize the above section to match the tone of your other business materials or to add any relevant examples of your experience in the industry.

Our Team

At [Sender.Company], we’ve built a team of industry experts who are equipped to help you make the most of your equipment. From our engineering staff, who ensure that all [Sender.Company] equipment exceeds safety standards, to our engaging customer service representatives, who are ready to help you with your questions and concerns, our entire staff is prepared to help you achieve your goals.

[CEO HEADSHOT]

Our CEO, [CEO NAME]

[EXECUTIVE TEAM PICTURE]

Our executive board, from left to right, [NAME 1], [NAME 2], and [NAME 3]

[ENGINEERING TEAM PICTURE]

Our engineering team, from left to right, [NAME 1], [NAME 2], and [NAME 3]

[SALESPERSON HEADSHOT]

Our expert customer service representative, [NAME]

Executive Summary

In response to [Client.Company]’s request for proposals, [Sender.Company], as a company specializing in [SPECIALTY], has produced a bid offering equipment to meet its stated needs. [Sender.Company] proposes the purchase of:

  • [Equipment1.Model]
  • [Equipment2.Model]
  • [Equipment3.Model]
  • [Equipment4.Model]

[Sender.Company] also suggests the purchase of optional coverage policies:

  • [ExtendedCoverage.Feature1]
  • [ExtendedCoverage.Feature2]
  • [ExtendedCoverage.Feature3]

The cost of the purchase of the suggested equipment, should [Client.Company] accept the proposal, will total [PRICE]. The optional extended coverage would raise this total to [PRICE 2].

Should [Client.Company] accept the proposal, [Sender.Company] will begin production of the named equipment immediately. [Client.Company] should receive the equipment no later than [NUMBER] business days after the acceptance of the proposal.

This proposal shall become effective as of [DATE] and remain valid for a period of [NUMBER] calendar days. Prices and equipment may be subject to change after this period.

Purpose of Equipment Purchase Proposal

[Client.Company] is planning to [PROJECT PROPOSAL DESCRIPTION] as per their business plan.

This project requires [Client.Company] to have the ability to [TASK 1], [TASK 2], and [TASK 3]. In addition, the company would benefit from the ability to [TASK 4].

Equipment Requirements

[Client.Company] has expressed a need for the following equipment:

[Equipment1.Type]

This item should include the following features and capabilities:

  • [Equipment1.Requirement1]
  • [Equipment1.Requirement2]
  • [Equipment1.Requirement3]
  • [Equipment1.Requirement4]

[Equipment2.Type]

This item should include the following features and capabilities:

  • [Equipment2.Requirement1]
  • [Equipment2.Requirement2]
  • [Equipment2.Requirement3]
  • [Equipment2.Requirement4]

[Equipment3.Type]

This item should include the following features and capabilities:

  • [Equipment3.Requirement1]
  • [Equipment3.Requirement2]
  • [Equipment3.Requirement3]
  • [Equipment3.Requirement4]

[Equipment4.Type]

This item should include the following features and capabilities:

  • [Equipment4.Requirement1]
  • [Equipment4.Requirement2]
  • [Equipment4.Requirement3]
  • [Equipment4.Requirement4]

Proposed Equipment Models

[Sender.Company] offers the following equipment to meet your stated needs:

[Equipment1.Model]

Key Features

  • [Equipment1.Feature1]
  • [Equipment1.Feature2]
  • [Equipment1.Feature3]
  • [Equipment1.Feature4]

Model Description

[Equipment1.Description]

Warranty

[Equipment2.Warranty]

[Equipment2.Model]

Key Features

  • [Equipment2.Feature1]
  • [Equipment2.Feature2]
  • [Equipment2.Feature3]
  • [Equipment2.Feature4]

Model Description

[Equipment2.Description]

Warranty

[Equipment2.Warranty]

[Equipment3.Model]

Key Features

  • [Equipment3.Feature1]
  • [Equipment3.Feature2]
  • [Equipment3.Feature3]
  • [Equipment3.Feature4]

Model Description

[Equipment3.Description]

Warranty

[Equipment3.Warranty]

[Equipment4.Model]

Key Features

  • [Equipment4.Feature1]
  • [Equipment4.Feature2]
  • [Equipment4.Feature3]
  • [Equipment4.Feature4]

Model Description

[Equipment4.Description]

Warranty

[Equipment4.Warranty]

Available Optional Coverage

[Sender.Company] offers optional extended maintenance coverage for all purchased equipment. This will provide [Client.Company] with peace of mind in the event of unforeseen equipment failure.

Key Coverage Features

  • [ExtendedCoverage.Feature1]
  • [ExtendedCoverage.Feature2]
  • [ExtendedCoverage.Feature3]

Full Coverage Details

  • [OptionalCoverage.Details]

Pricing

The table below includes pricing for the above-listed equipment:

  • [Equipment1.Model]
  • [Equipment2.Model]
  • [Equipment3.Model]
  • [Equipment4.Model]

Below each equipment’s line item is an associated line item for optional extended maintenance coverage. To include this optional service in your proposal’s final price, simply click the check-box to the left of each desired extended coverage line item.

NamePriceQTYSubtotal
Equipment
[Equipment1.Model]
$0.001$0.00
Extended Maintenance
Extended Maintenance
for
[Equipment1.Model]
$0.001$0.00
Equipment
[Equipment2.Model]
$0.001$0.00
Extended Maintenance
Extended Maintenance
for
[Equipment2.Model]
$0.001$0.00
Equipment
[Equipment3.Model]
$0.001$0.00
Extended Maintenance
Extended Maintenance
for
[Equipment3.Model]
$0.001$0.00
Equipment
[Equipment4.Model]
$0.001$0.00
Extended Maintenance
Extended Maintenance
for
[Equipment4.Model]
$0.001$0.00
Subtotal$0.00
Total$0.00

Delivery Timeline

In deference to [Client.Company]’s need for a timely solution, [Sender.Company] has developed the following timeline for equipment manufacture and delivery.

  • Business day 1: Proposal acceptance and down payment received
  • Business day 2: Manufacture and customization of [Equipment1.Model] and [Equipment2.Model] begins
  • Business day 3: [Equipment3.Model] and [Equipment4.Model] ship from the warehouse through [Client.Company]’s preferred shipment solution
  • Business day 10: [Equipment3.Model] and [Equipment4.Model] are received by [Client.Company]
  • Business day 15: Payment in full received
  • Business day 16: [Equipment1.Model] and [Equipment2.Model] are completed
  • Business day 17: [Equipment1.Model] and [Equipment2.Model] ship from the warehouse through [Client.Company]’s preferred shipment solution
  • Business day 24: [Equipment1.Model] and [Equipment2.Model] are received by [Client.Company]

Terms and Conditions

The following terms and conditions are the proposed terms [Sender.Company] offers for the sale of the equipment outlined above. These terms and conditions are subject to negotiation.

1. Payment Terms

1.1 Invoicing and Payment. Payment shall be made to [Sender.Company] in two parts. [Client.Company] shall pay [NUMBER]% of total costs as a down payment due next 15 days from the proposal acceptance date. [Client.Company] shall pay the remaining invoice amount on or before the agreed-upon shipment date.

1.2 Overdue Payments. If any invoiced amount is not received by the due date, [Sender.Company] reserves the right to halt manufacture and shipment of ordered equipment until payment has been received. [Sender.Company] will not ship the equipment until payment in full has been received.

2. Limitation of Liability

[Sender.Company] shall not be held individually liable for any damages resulting from a third party’s breach of fiduciary duty unless [Sender Company] has acted with intentional misconduct, fraud, or knowing violation of the law.

3. Termination

This proposal shall become an effective contract upon signature by both parties and shall continue until terminated by either party upon written notice to either party at least [NUMBER] calendar days prior.

4. Shipment and Delivery

The shipments shall be delivered FOB to the delivery point specified by [Client.Company], with shipment at [Client.Company]’s direction and expense. [Sender.Company] shall not be held liable for late equipment arrival so long as it is shipped within [NUMBER] days of proposal acceptance. Orders may be delivered by [Sender.Company] in partial shipments. The purchased equipment titles shall vest upon receipt of payment.

5. Warranties

[Sender.Company] warrants that for a period of one year following the equipment shipment date:

  • The equipment will perform according to [Sender.Company]’s published specifications
  • The equipment will be free from defects in workmanship and material

During the one-year period following the equipment shipment date, [Sender.Company] will provide, at no charge to [Client.Company], corrections, repairs, or replacements to the equipment within 30 calendar days of receiving notice of defects in material or workmanship.

Unless [Client.Company] should choose to purchase additional warranties, there are no warranties that extend beyond the description set forth above. Upon purchase of additional coverage, the purchased coverage supersedes and replaces this warranty.

6. Patent indemnity

If any equipment manufactured by [Sender.Company] and furnished under this agreement is to be made in accordance with manufacturing specifications, samples, or drawings provided by [Client.Company], [Client.Company] agrees to hold [Sender.Company] harmless from any and all costs, expenses, and damages relating to any claim arising from the equipment or claims that the equipment infringes on any patents, foreign or domestic.

7. General

Any and all modifications or additions to this agreement must be written and signed by both parties.

This agreement shall be governed by and interpreted in accordance with the laws of the State of [STATE], excluding any conflict of laws and principles.

Table of Contents

  • Introduction
  • Purpose of Equipment Purchase Proposal
  • Equipment Requirements
    • [Equipment1.Type]
    • [Equipment2.Type]
    • [Equipment3.Type]
    • [Equipment4.Type]
  • Proposed Equipment Models
    • [Equipment1.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment2.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment3.Model]
      • Key Features
      • Model Description
      • Warranty
    • [Equipment4.Model]
      • Key Features
      • Model Description
      • Warranty
  • Available Optional Coverage
    • Key Coverage Features
    • Full Coverage Details
  • Pricing
  • Delivery Timeline
  • Proposal Approval

Proposal Approval

Once you’ve thoroughly reviewed each page of this proposal and selected any desired extended maintenance coverage above, simply affix your electronic signature below. We will be notified of your selections and approval and will contact you to coordinate payment and delivery.

[Client.FirstName][Client.LastName]
[Client.Company]

Signature

MM / DD / YYYY

Equipment Purchase Proposal Template

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