A unit cost is more convincing when the quantity can be reconstructed from the programme plan. “Workshop costs” leaves the reviewer guessing; “12 sessions × 25 participants × R85 materials per participant” exposes the assumption and makes it discussable.
Begin with delivery facts
For each activity, record the number of events, people, sites, days and staff roles. Choose the dimensions that actually drive cost. Venue hire may be per day; transport may be per return trip; a facilitator may be paid per session plus preparation.
Do not multiply every visible number. If one training manual is reused over three sessions, pricing it once per participant per session inflates the request. The formula should mirror purchasing and use.
Keep the source beside the rate
Mark whether a rate comes from a quotation, recent expenditure, a regulated tariff or a documented internal policy. Note the month of the source where inflation matters. For foreign currency, state the exchange rate, source and date, then explain any prudent buffer separately.
Test the sentence
Write one sentence that names the activity, quantity, rate and reason. If the sentence becomes tangled, the line may contain several different costs that deserve separate treatment. Clarity in the workbook makes the prose shorter.