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  3. Equipment Purchase Proposal Template
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Equipment Purchase Proposal Template

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

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

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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. 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.

  • 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
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Equipment Requirements

Your clients often have specific needs and functionality in mind when they look for new equipment. Summarizing those needs communicates that you took the time to listen to them in previous conversations.

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

Equipment type

This item should include the following features and capabilities:

Equipment requirement

Equipment requirement Equipment requirement

Equipment type

This item should include the following features and capabilities:

Equipment requirement

Equipment requirement Equipment requirement

Equipment type

This item should include the following features and capabilities:

Equipment requirement

Equipment requirement Equipment requirement

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Proposed Equipment Models

These next few pages are where you show off what you have to offer. Include as many details as you can about the equipment you’re offering, and don’t leave out the pictures!

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

Equipment model

Key Features

Equipment feature

Equipment feature

Equipment feature

Equipment feature

Model Description

Equipment description

Warranty

Equipment warranty

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Equipment model

Key Features

Equipment feature

Equipment feature

Equipment feature

Equipment feature

Model Description

Equipment description

Warranty

Equipment warranty

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Available Optional Coverage

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

Key Coverage Features

This package is perfect for companies who are serious about supporting event and creating great visibility for their brands.

Silver Perk Silver Perk Silver Perk

Full Coverage Details

Optional coverage details

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Pricing

The table below includes pricing for the above listed equipment, including:

Equipment model Equipment model Equipment model Equipment 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.

Name

Price

QTY

Subtotal

Item 1

Description of first item

$35.00

5

$175.00

Item 2

Description of second item

$55.00

1

$55.00

Item 3

Description of third item

$200.00

1

$200.00

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 [Sender.State]​, excluding any conflict of laws and principles.

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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.

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Signature
MM / DD / YYYY

Equipment Purchase Proposal Template

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