A template you may use when submitting instrument purchase requests
Below is a sample letter to use when requesting instruments. Feel free to make any changes to this document or create something more specific for your unique situation.
To whom it may concern
I have just completed a long-range (five year) plan for the instrumental music department of ________________________ school. Along with the setting of specific educational goals and objectives, I have projected the equipment requirements to accomplish those goals.
On the following pages, you will find a Five-Year Plan for the Instrumental Music Department in our school. This plan resulted from an effort to determine the following:
I believe that at the end of the five-year period, we will have a band of 80-90 instrumental students. To have the adequate instrumentation and voicing of the various sections of the band and to offer maximum contribution to school and community activities , this plan includes the addition of the following instruments to the inventory:
This plan would also permit the replacement of the following instruments now on the inventory, but fully depreciated and beyond adequate repair:
The cost for the first three years is above average for the five-year plan because we have an immediate need for several instruments. The last two years show a decline in requests, which brings about a per year average that I sincerely hope the school board find possible within its budget planning.
Realizing the cost implications and increasing demands on the school budget, I would suggest that we consider both the direct purchase of these items, as well as an annualized lease/purchase program commonly available in the musical instrument market. Many school music departments throughout the country have adopted lease/purchasing as the best means to satisfy their immediate needs while enjoying the true economy of purchasing equipment over a multi-year period while maintaining today's prices.
I would be most willing and eager to discuss this equipment request and program plans with you or with ____________________ at your earliest convenience. Thank you for your consideration.