Sample Proposal Snapshot
Title: Purchase of Office Printer
Background: Current device fails 3× each week, causing delays and unwarranted downtime.
Objective: Obtain a reliable A4 color laser printer with duplex and mobile-print features to support ~5,000
pages/month.
Specification:
30 ppm, 1200 dpi, duplex, network-capable
Consumables: standard toner with optional high-yield
Energy-saving mode
Estimated Cost: ₱15,000–25,000 (mid-range model)
Benefits:
Estimated ₱10,000 annually saved on repairs/outsourcing
50% faster printing, fewer interruptions
Professional-quality documents
Timeline:
Approval: July 7
Order: July 14
Install: July 28
Staff training: July 29
Next Steps: Sign and approve to proceed with procurement.
✅ Tips & Best Practices
Use bullet points and clear headers for readability
Support claims with quotes: e.g., “Current printer malfunctions X times/week, delaying approvals.”
Attach comparison of a few printer models with prices/specs
Include testimonials like: “Brother printers deliver crisp, low-cost professional prints…”
With this structure, your proposal will be both persuasive and easy to review. Want help filling in a specific
section—like cost comparisons or drafting the executive summary?
Sources
You said:
project proposal for buying printer for school learning process
ChatGPT said:
Here’s a refined project proposal tailored for a school setting to enhance learning with the acquisition of a
printer:
🖨️Project Proposal: Acquisition of Classroom Printer
1. Executive Summary
Propose acquiring a reliable multi-function printer (print/scan/copy) to support lessons, handouts, student
projects, and administration. The aim is to improve document delivery efficiency, lower recurring costs, and
support hybrid learning formats.
2. Background & Need
Teachers currently rely on personal devices and local print shops—leading to delays, extra costs, and
limited flexibility.
Printing from tablets or student devices is challenging without school-owned printers.
Studies show printed materials improve engagement and comprehension in
3. Objectives
Provide in-class printing access for worksheets, study guides, and class projects.
Enable scanning for digital submission and archiving.
Facilitate mobile/cloud printing from Google Classroom or smartphones.
4. Key Specifications
Type: Multifunction (print/scan/copy/fax optional)
Print Volume Capacity: Minimum 5,000 pages/month for primary school; approx. 10k for
secondary Connectivity: Wi-Fi, USB, mobile/cloud support
Consumable Cost: Low cost per page—preferably ink tank or laser
Paper Handling: Automatic duplex, ≥100-sheet tray
Security: PIN or secure release printing if student documents are sensitive
5. Benefits & ROI
Cost Reduction: Ink tank models (e.g., Epson EcoTank) can save up to 90% on ink costs
Time Efficiency: In-house printing avoids external delays
Learning Enhancement: Printouts foster better retention than screen-only materials
Eco-friendly: Duplex printing and refillable ink reduce paper/consumable waste
6. Options Considered
Model Type Pros Cons
Epson EcoTank Ultra-low ink cost, Wi-Fi, duplex; ideal for Slower speed, small
Ink-tank AIO
ET-2850 smaller schools tray
Fast, high-quality, ADF, mobile/cloud, large Higher subscription
HP OfficeJet Pro 9135e Inkjet AIO
tray cost
Brother Color laser Fast (33 ppm), secure printing, robust for
Higher initial cost
MFC-L8900CDW AIO mid-volumes
7. Recommended Model
Epson EcoTank ET-2850 – best balance of low consumable cost, functionality, and compact size .
8. Budget Estimate
Printer: ₱15,000–20,000
Initial Ink: Included with unit
Consumables (annual): ₱3,000–5,000 (refill bottles)
Maintenance & Training: ₱5,000
Total Year 1 Cost: ~₱25,000–30,000.
Long-term savings vs. cartridge printers expected.
9. Implementation Timeline
1. Approval & Funding – 1 week
2. Procurement – 2 weeks
3. Delivery & Installation – 1 week
4. Driver Setup & Training – 1 week
5. Evaluation & Fine-tuning – 2 weeks post-install
10. Roles & Responsibilities
Principal/Administrator – Approves and allocates budget
IT Staff – Setup, network integration, driver configuration
Teachers – Reporting issues, feedback
Students – Use responsibly and follow guidelines
11. Risk & Mitigation
Ink tank spills: minimal with front-loading and easy refill design
Learning curve: brief training sessions for staff/students
Stockouts: keep spare ink bottles in stock, track usage
12. Evaluation & KPIs
Monthly print volume recorded
Cost per page compared to outsourcing
Teacher/student satisfaction via quick surveys
13. Conclusion & Request Approval
Adopting this printer will significantly improve classroom efficiency, reduce operating costs, support
blended learning, and deliver a high return on investment. We respectfully request approval and funding to
proceed.
