Can a proposal be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signature shows intent, consent, attribution, and retrievability to satisfy the ESIGN legal validity test.

Do consumer-facing proposals need a disclosure?

If a proposal creates a consumer-facing electronic record for a financial or benefits transaction, provide the ESIGN consumer disclosure required by 15 U.S.C. §7001(c) and obtain affirmative consent to electronic delivery.

When is notarization required?

Notarization is only required for certain attachments such as affidavits, powers of attorney, or deeds; notarization rules vary by state. For RON consider state-specific requirements for identity proofing and audio-video recording.

How should signatures be authenticated?

Choose authentication proportional to risk: email for low risk, SMS or KBA for moderate risk, and multi-factor or advanced signer authentication for high-risk or regulated transactions.

What records should be kept after signing?

Retain the executed proposal and audit trail for the contract term plus applicable retention periods (see IRS, HIPAA, or industry rules). For HIPAA-related records, retain six years per 45 CFR §164.530(j).

What if a signer lacked authority?

If authority is challenged, seek ratification by an authorized officer or provide evidence of delegated authority; absent that, the agreement may be voidable and subject to dispute resolution.

Electronic Signature
Templates
Miscellaneous
Business Custom Proposal

Business Custom Proposal

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Business Custom Proposal

This Business Custom Proposal and Agreement (the Agreement) is entered into as of by and between:

Client Name:

Provider Name:

WHEREAS

WHEREAS, Client desires to engage Provider to perform the services described in this Agreement and Provider is willing to provide such services under the terms and conditions set forth herein.

WHEREAS, the parties intend for this Agreement to define the scope, deliverables, payment terms, confidentiality obligations, and the respective rights and remedies of the parties.

Scope of Work

Provider shall perform the services and deliver the deliverables described below. Services shall include the tasks, milestones, and acceptance criteria set forth in the Scope of Work.

Detailed Scope of Work Deliverables and Milestones

Payment Terms

Client shall pay Provider for the services described in this Agreement in accordance with the following terms.

Total Contract Amount (USD) Deposit / Initial Payment Payment Schedule Payment Method

Invoices are due within days of receipt. Overdue amounts shall bear interest at percent per month (or the maximum permitted by law), together with any costs of collection, including reasonable attorneys' fees.

Term and Termination

This Agreement shall commence on and shall terminate on unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Termination for material breach is permitted if the breaching party fails to cure within thirty (30) days after receipt of written notice specifying the breach.

Confidentiality

Each party (the Receiving Party) acknowledges that during performance it may receive or have access to confidential and proprietary information of the other party (the Disclosing Party). The Receiving Party shall: (a) hold such information in strict confidence; (b) use it only for the purposes of performing under this Agreement; and (c) not disclose it to any third party except with the prior written consent of the Disclosing Party or as required by law. Confidential information does not include information that is or becomes publicly available through no breach of this Agreement, was known to the Receiving Party prior to disclosure, or is independently developed.

The obligations of confidentiality shall survive termination or expiration of this Agreement for a period of years.

Confidentiality Acknowledgement Mutual confidentiality obligations One-way confidentiality (specify in Scope)

Representations and Warranties

Each party represents and warrants that it has the full right, power, and authority to enter into and perform this Agreement and that performance will not violate any other agreement to which it is a party. Provider warrants that services will be performed in a professional and workmanlike manner consistent with industry standards.

Limitation of Liability

Except as expressly set forth herein, neither party shall be liable to the other for indirect, incidental, special or consequential damages, including lost profits, even if advised of the possibility of such damages. Each party's aggregate liability arising out of or relating to this Agreement shall not exceed the total amount paid or payable to Provider under this Agreement during the twelve (12) months preceding the claim.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of without regard to its conflict of laws principles.

Entire Agreement

This Agreement, including all schedules, attachments, and the Scope of Work, constitutes the entire agreement between the parties relating to its subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any modification or amendment must be in writing and signed by authorized representatives of both parties.

Notices

Client Notice Address Provider Notice Address

Additional Provisions

Special Terms, Attachments, or Exclusions

Client Name:

By:

Date:

Provider Name:

By:

Date:

What a Business Custom Proposal Is and When It Applies

A Business Custom Proposal is a written offer tailored to a single client or project that outlines deliverables, pricing, timelines, payment terms, and legal provisions. It functions as the basis for negotiating a contract and, once accepted and signed by authorized parties, can form an enforceable agreement. Proposals vary by industry and complexity but should state scope, assumptions, change-order procedures, termination terms, and any confidentiality or IP assignments. When used with an eSignature solution, the proposal should capture clear intent, signer attribution, and a durable record of the transaction.

Why a Clear, Complete Proposal Matters

A well-structured Business Custom Proposal clarifies expectations, reduces disputes, and speeds contract formation by documenting scope, price, schedule, and terms in one place while preserving evidence of mutual assent.

Who Typically Prepares or Signs a Business Custom Proposal

Teams across sales, legal, procurement, and project management prepare, review, and sign proposals depending on company size and industry.

Sales and Account Managers: Draft scope and pricing; coordinate client revisions and internal approvals.
Legal or Contracts Teams: Review liability, IP, indemnities, and governing law clauses for compliance.
Finance and Procurement: Validate pricing, payment terms, invoicing, and required tax or vendor documentation.

Role clarity speeds approvals and ensures the proposal is signed by authorized parties with authority to bind the organization.

Core Elements to Include in a Professional Proposal

Include standard sections so recipients can quickly evaluate commercial and legal terms; each element supports enforceability and operational handoff.

Cover Page

Project title, client name, proposer name, effective date, and a single-line summary of the offer for quick identification and version control.

Scope

Detailed description of deliverables, milestones, exclusions, acceptance criteria, and measurable outcomes to avoid ambiguity when work begins.

Price & Payment

Clear fees, invoice schedule, late fees or interest, expense reimbursements, and any retainers or milestone payments required before work commences.

Timeline

Key milestones, deadlines, dependencies, and estimated completion dates tied to payment triggers to align expectations between parties.

Terms

Governing law, limitation of liability, warranties, confidentiality, IP ownership, termination rights, and dispute resolution procedures.

Signatures

Designated signature blocks with printed names, titles, dates, and authority statements confirming signers have authority to bind their organizations.

Step-by-Step: Preparing and Sending a Business Custom Proposal

Use a consistent workflow from drafting through signature to reduce rework and preserve an audit trail for compliance and recordkeeping.

01

Draft: Assemble scope, pricing, schedule, and standard terms in a single document.
02

Internal Review: Have legal and finance review pricing and liability items before client delivery.
03

Send to Client: Deliver via email or secure eSignature link with clear instructions and expiration date.
04

Execute: Collect signatures, capture audit trail, and distribute fully signed copies to stakeholders.

How to Configure an Online Proposal Workflow

Set up fields, signer order, and authentication before sending to ensure a smooth electronic signing experience and a complete audit trail.

Field	Configuration
Signature Field	Assign to signer, required, and date-stamped
Initials	Place on each page where changes need explicit acknowledgment
Conditional Sections	Show or hide pricing options based on selected services
Authentication	Choose email, SMS code, or stronger methods for identity verification

Where to Send or File the Completed Proposal

After execution, route the signed proposal to internal teams and the client, and file a final copy in a secure, searchable repository for compliance and auditability.

Client Copy: Provide a PDF copy to the client and confirm receipt by email.
Contract Repository: Upload the executed PDF to your document management or CRM system for retrieval.
Accounting: Send invoice-ready data and the signed pricing schedule to AP or billing.
Project Team: Provide the SOW and milestones to operations for kick-off.

How Electronic Submission and Signing Are Typically Handled

Most organizations use an eSignature platform to collect signatures, capture an audit trail, and store executed proposals securely.

Document Formats: PDF, DOCX, and HTML are commonly supported for proposals and attachments
Integrations: Connect with CRM, ERP, or cloud storage like Salesforce, NetSuite, Google Workspace, or Box
Authentication: Email, SMS, KBA, or stronger signer verification options should be available

Timing Considerations and Typical Deadlines

Understand internal approval SLAs and client response windows; include explicit expiration dates to avoid stale pricing or scope changes.

Proposal Expiration:

Specify an expiration date to lock pricing and availability

Internal Approval SLA:

Allow 2–5 business days for legal or finance review

Client Response Window:

Request acceptance within a stated number of days to maintain schedule

Performance Start Date:

Tie the start date to signature date or a fixed calendar date

Invoicing Trigger:

Define whether invoicing follows signature, milestone completion, or delivery

Common Mistakes to Avoid When Preparing a Proposal

Leaving scope vague or omitting exclusions, which leads to disputes and unbillable change orders when work expands.
Using inconsistent dates or undefined start triggers, causing confusion about when obligations or payment terms begin.
Failing to confirm signer authority or role, resulting in unsigned approvals or later claims that the signer lacked authority.
Neglecting to attach referenced exhibits, schedules, or sample deliverables, which creates ambiguity about acceptance criteria.

Key Risks and Possible Consequences of Errors

Contract Disputes: Delayed payment or litigation risk

Tax Withholding: Backup withholding risk for incorrect TIN

Regulatory Exposure: HIPAA or industry compliance fines

Invalid Signature: Challenge to enforceability

Missed Deadlines: Penalty or lost opportunity

Recordkeeping Failures: Audit findings or penalties

eSignature Pricing and Feature Comparison

Basic plan pricing and core features vary across vendors; signNow is shown first for comparison. Confirm current plans and features with each vendor before purchase.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Real-World Examples of Proposal Use

These brief examples show how organizations adapted proposals and eSignature to meet operational and compliance needs.

Martin Properties

Founder processed documents online for full compliance and mobile signing

Mobile signing enabled rapid turnaround on leasing proposals
Martin Properties reduced in-person meetings, maintained compliance, and accelerated deal closure while keeping detailed audit records.

Fertility Centers of Illinois

Director of NetSuite Operations integrated eSign with backend systems for flexible signature handling

Integration automated routing and recordkeeping
The team captured signatures in required formats and expedited workflows without sacrificing security or auditability.

Who Can Sign a Business Custom Proposal

Company Officer

An executive with authority to bind the organization should sign pricing and legal terms. Have documentation of delegated signing authority available when requested by counterparties or auditors.

Authorized Agent

A designated agent or manager may sign under a written delegation of authority. Include a title line and, if needed, reference to the delegation instrument in the file.

Frequently Asked Questions About Business Custom Proposals

Answers below address common legal, technical, and procedural questions about drafting, signing, and storing proposals.

Need help? Contact support

Can a proposal be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signature shows intent, consent, attribution, and retrievability to satisfy the ESIGN legal validity test.
Do consumer-facing proposals need a disclosure?
If a proposal creates a consumer-facing electronic record for a financial or benefits transaction, provide the ESIGN consumer disclosure required by 15 U.S.C. §7001(c) and obtain affirmative consent to electronic delivery.
When is notarization required?
Notarization is only required for certain attachments such as affidavits, powers of attorney, or deeds; notarization rules vary by state. For RON consider state-specific requirements for identity proofing and audio-video recording.
How should signatures be authenticated?
Choose authentication proportional to risk: email for low risk, SMS or KBA for moderate risk, and multi-factor or advanced signer authentication for high-risk or regulated transactions.
What records should be kept after signing?
Retain the executed proposal and audit trail for the contract term plus applicable retention periods (see IRS, HIPAA, or industry rules). For HIPAA-related records, retain six years per 45 CFR §164.530(j).
What if a signer lacked authority?
If authority is challenged, seek ratification by an authorized officer or provide evidence of delegated authority; absent that, the agreement may be voidable and subject to dispute resolution.

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