Wanting or needing new office equipment is one thing. Asking for it and getting it is another. To make the case for obtaining the items you need, you might want to write a proposal for new equipment. An equipment proposal letter can make a clear case for why you should get the equipment and how it could benefit the company.

What to Include in an Equipment Proposal Letter

Some companies require you to write a proposal for new equipment and often have an equipment request proposal template for you to use. If that’s not the case at your company, there are a few things you should be sure to include in your equipment proposal letter:

  • A description of the equipment you want to purchase. If it’s more than one item, include an itemized list with the model and quantities for each.

  • How the equipment will be used.

  • The benefits of obtaining the equipment, including any cost savings to the company and return on investment.

  • Who will maintain the equipment or which department is responsible for it.

  • Who has access to the equipment and when.

  • A timeline for installation.

  • Why existing equipment is insufficient and whether it’s outdated or undersupplied.

If you are in charge of budgeting or purchasing, you may also want to include from where the money for the new equipment will come.

How Do You Write a Formal Letter of Request?

Creating a request letter for tools and equipment may feel like a daunting task, but it doesn’t have to be, especially if you work from an equipment request proposal template. You should always start with a summary of why you are writing the equipment proposal letter. Include what you want, why you want it and how it will be used.

Once you do that, you can get into more detail. If you need the equipment for a specific project, briefly explain what the project is and why the equipment is vital to completing the project. You need to show your employer why the existing equipment is not enough to meet your needs and give a valid reason for moving forward with purchasing the equipment.

Be sure you’ve done your research on the equipment you want so that you ask for the exact items that will best help you. If you don’t need to make a case for a specific model of equipment but rather a category of equipment (like a printer), it’s still helpful to have ideas of what you want.

Highlight the Benefits to the Company

One of the most important parts of writing your proposal for new equipment is highlighting the benefits to the company. Your employer is more likely to approve your request letter for tools and equipment if you can show the value to the company.

What will the company save if the equipment is replaced now? What will it gain? If you replace a desktop printer with a free-standing business printer that can print multiple copies in a fraction of the time, list this as a gain since time saved is beneficial.

Be very clear and concise in explaining what each piece of equipment will bring to the company and if there will be any long-term cost savings by obtaining it.

Use a Professional Tone

Whether or not you have an equipment request proposal template, you always want to present a professional proposal. Be sure to politely make your request in a concise manner. Never be demanding or unreasonable when you make your request.

Create the Proposal

Type your request letter for tools and equipment, paying attention to formatting. Ensure that all headings are bold and line up neatly. Check your work using both the computer's spell-check tool and by proofreading the proposal yourself. To ensure you don't miss anything, set your proposal aside for several hours or days and then reread it once more.

The end of your proposal can include a date by which you’d like approval to be granted. That way, you aren’t left hanging on a decision, especially if you are waiting on the equipment to move forward with a project.

Keep your requests reasonable. If your business truly has no need for a large, industrial model of equipment, don't list it. Be truthful in your evaluations of the current equipment. The readers of your proposal need to be able to trust your opinions.