Can a quotation request be signed electronically?

Yes. Electronic signatures meet U.S. law when intent, consent, attribution, and record retention are present (ESIGN Act 15 U.S.C. §7001 and state UETA laws). For consumer-facing transactions follow ESIGN consumer-disclosure requirements.

When does a quote become legally binding?

A quote is generally an offer; it becomes binding when accepted by the buyer under agreed terms. Ensure acceptance method, price, and authorized signatory are documented to evidence mutual assent.

How long should quoted prices remain firm?

State an explicit validity period (for example, 30–90 days). Without a stated term a vendor may argue the quote was conditional or revocable prior to acceptance.

What if a vendor's price changes after submission?

If acceptance occurred before the change, original terms typically control. If not accepted, vendors may withdraw or amend quotes; document all communications and obtain written consent for changes.

Are notarization or witness signatures required?

Not usually for standard quotation requests. Notarization is uncommon unless the quote forms part of a security or legal instrument; check state notary rules if notarization or RON is desired.

How should I store returned quotations securely?

Retain signed quotes in encrypted storage with access controls consistent with industry rules. For healthcare-related quotes follow HIPAA retention (45 CFR §164.530(j)); for tax-related records follow IRC §6501(a).

Electronic Signature
Templates
Miscellaneous
Business Quotation Request

Business Quotation Request

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

Business Quotation Request

Parties

Client Name:

Client Contact Information

Vendor Name:

Vendor Contact Information

Recitals

WHEREAS, Client requires a written quotation for goods and/or services described herein for evaluation and budgetary approval; and

WHEREAS, Vendor represents that it is duly authorized, experienced, and capable of providing the goods and services set forth in this request and is prepared to submit a formal quotation upon completion of this request; and

WHEREAS, the parties intend that this Quotation Request set forth the material specifications, pricing assumptions, and terms under which Vendor shall prepare a quotation for Client's consideration.

Quotation Details

Quotation Number Date Prepared Quotation Valid Until

Scope of Work

Provide a detailed description of the goods, services, deliverables, and any applicable standards or specifications that Vendor should use in preparing the quotation.

Itemized Quotation

List each item or service to be quoted. Unit prices should be exclusive of taxes unless otherwise stated.

Item 1 — Description

Item 2 — Description

Item 3 — Description

Subtotal Taxes / Duty Total Quotation Amount

Payment Terms

Vendor shall state the proposed payment structure. The payment terms submitted in the quotation will form the basis of any subsequent agreement and shall include any advance payment, milestones, and method of payment.

Proposed Payment Schedule Late Payment Fee

Delivery and Lead Time

Term and Termination

This Quotation Request governs the preparation and submission of a quotation only. Any subsequent contract based on a quotation shall specify an effective start date and term.

Notice Period for Cancellation

Confidentiality

Each party acknowledges that information exchanged in connection with this Quotation Request may be confidential. Both parties agree to treat such information as confidential and not to disclose it to any third party except as required by law. Confidential information shall be used solely for the purpose of preparing or evaluating the quotation and any subsequent contract.

Governing Law

This Quotation Request and any dispute arising out of or relating to it shall be governed by the laws of the jurisdiction identified below without regard to conflict of law principles.

Entire Agreement

This document constitutes the complete Quotation Request between the parties with respect to the subject matter herein. Any quotation submitted in response shall reference this Quotation Request and any subsequent contract shall constitute the entire agreement between the parties on the matters addressed therein, superseding prior representations or agreements.

Acknowledgement and Acceptance

By checking this box, Client acknowledges receipt of this Quotation Request and authorizes Vendor to prepare and submit a formal quotation. Checking this box does not itself create a procurement contract but confirms Client's intent to evaluate Vendor's quotation in accordance with the terms set forth herein.

Client Name:

By:

Date:

Vendor Name:

By:

Date:

What a Business Quotation Request Is and When Organizations Use It

A Business Quotation Request is a formal document a buyer sends to potential vendors to request itemized pricing, lead times, and terms for goods or services. It typically identifies the requesting party, describes required specifications or scope, asks for unit and total pricing, and sets a deadline for responses. The document helps standardize vendor replies so buyers can compare offers, check compliance with minimum requirements, and begin internal approval routing. In many U.S. procurement workflows a quotation request precedes purchase orders, contracts, or competitive bidding.

Why a Clear Quotation Request Matters for Procurement and Sales

A well-structured Business Quotation Request reduces ambiguity, speeds vendor comparisons, and documents terms that affect pricing, delivery, and legal obligations.

Typical Roles That Prepare or Respond to Quotation Requests

Who prepares or acts on these requests varies by organization and use case.

Procurement officers and buyers: Create standardized requests, evaluate responses against specs and compliance requirements.
Sales representatives and account managers: Prepare formal supplier responses and clarify scope, pricing, and delivery commitments.
Small business owners and project managers: Use requests to gather competitive pricing and lead-time estimates for planning.

Clear role definition improves turnaround times and reduces follow-up questions from vendors.

Essential Elements to Include in a Professional Quotation Request

A complete quotation request organizes business details, scope, pricing structure, schedule, and acceptance conditions so vendors can reply consistently.

Request ID

Assign a unique request identifier and revision number to avoid confusion during multiple rounds of quotes and amendments.

Scope Summary

Concise description of the goods or services, technical specs, quantities, and reference standards or drawings if applicable.

Itemized Pricing

Require per-unit price, line-item totals, currency, taxes, and any volume or early-payment discounts to permit direct comparisons.

Validity Period

State how long the quoted prices remain firm and the expiration date for vendor responses to prevent stale offers.

Delivery & Lead Time

Specify expected delivery dates, shipping terms (Incoterms if relevant), and acceptable lead-time ranges.

Terms & Conditions

Include payment terms, warranty, acceptance criteria, and required certificates or insurance evidence for binding agreement.

Standard Fields Required on Every Quotation Request

Requestor: Name and contact

Buyer Company: Legal entity

Vendor: Recipient details

Items: Description/qty

Price: Unit and total

Response Date: MM/DD/YYYY

Step-by-Step: Create, Send, and Compare Quotations

Follow a simple sequence to prepare a request, distribute it, and evaluate incoming quotes consistently.

01

Prepare Request: Define scope, attach specs, and set deadline.
02

Publish Template: Use a reusable template to ensure consistent fields.
03

Send to Vendors: Distribute by email or secure link; track recipients.
04

Collect Responses: Log quotes, compare line-by-line, and document selection rationale.

Typical Online Workflow Settings for Quotation Requests

Configure authentication, templates, and routing so replies are collected and processed consistently.

Field	Configuration
Authentication Method	Email link with optional SMS code
Template Usage	Save questions and line-item fields for reuse
Conditional Fields	Show discount fields when quantity thresholds met
Approval Routing	Sequential approvals based on amount

How Electronic Quotation Requests Move Through Your Process

A digital workflow aligns sender, vendor, and approver actions and captures an audit trail for each exchange.

Create Request: Upload template and insert required fields
Distribute: Email or secure link to target vendors
Vendor Response: Vendor completes fields and signs
Record and Compare: Store responses and generate comparison report

Technical Requirements and Supported Formats for eSubmission

Ensure your platform supports common document formats, signer authentication, and integration with procurement systems.

File Formats: PDF, Word DOCX, and Excel supported
Integrations: Salesforce, NetSuite, Google Workspace integrations
Authentication: Email, SMS code, or stronger methods

Align export formats and integrations with your ERP or contract management system to automate downstream processing.

Common Timing Guidelines and Recommended Deadlines

Set clear deadlines for vendor replies and internal approvals to keep procurement on schedule.

Response Deadline:

Specify MM/DD/YYYY and time; typical window 5–14 days

Quote Validity:

Commonly 30, 60, or 90 days depending on market volatility

Internal Approval:

Allow time for finance and legal review

Order Lead Time:

Align purchase order scheduling with quoted delivery

Record Retention:

Keep quotes for the full procurement audit period

Common Mistakes to Avoid When Preparing Quotation Requests

Vague specifications that allow vendors to supply incompatible items, creating costly rework and delays.
Omitting currency or tax treatment, which leads to inconsistent total pricing across vendor responses.
Failing to name an authorized signer or approval threshold, causing accepted quotes to be unenforceable.
Not setting a clear validity period, resulting in reliance on stale pricing and unexpected cost increases.

Risks and Consequences of Incorrect or Incomplete Quotation Requests

Misstated Price: Disputes or cancelled orders

Missing Signatures: Nonbinding vendor responses

Incorrect Tax Info: Withholding or reporting issues

Late Submission: Disqualification from consideration

Unclear Terms: Contract negotiation delays

Data Exposure: Confidentiality breaches

How a Business Quotation Request Compares with Other Procurement Documents

Compare document types to choose the right procurement tool for price discovery, competitive bidding, or contract formation.

Document Type	Business Quotation Request	RFQ	RFP	Sales Proposal
Purpose	price discovery	price only	requirements + solutions	vendor offer
Detail Level	moderate	high	high	variable
Competitive Bids				sometimes
Binding on Acceptance	often	often	sometimes

eSignature Vendor Pricing and Feature Snapshot for Quotation Workflows

Compare typical starting prices and feature presence across vendors. signNow is listed first per vendor-comparison conventions.

	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	Yes, 7-day free trial	Varies by plan	Varies by plan	Yes, limited trial	Yes, limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world Examples of Quotation Request Use

Examples show how companies use quotation requests to close procurement loops and maintain compliance.

Martin Properties (Founder)

Martin Properties needed reliable remote quotes for property services

The team standardized a request template to capture prices and timelines
The result: fewer follow-ups and faster approvals while maintaining a clear audit trail for each selection.

Optica Ventures LLC (COO)

Optica Ventures streamlined vendor comparisons with a single request form

Vendors returned itemized quotes in a consistent format
Standardization reduced evaluation time and improved internal decision accuracy.

Frequently Asked Questions about Business Quotation Requests

Answers to common questions about legal validity, execution, and practical handling of quotation requests.

Need help? Contact support

Can a quotation request be signed electronically?
Yes. Electronic signatures meet U.S. law when intent, consent, attribution, and record retention are present (ESIGN Act 15 U.S.C. §7001 and state UETA laws). For consumer-facing transactions follow ESIGN consumer-disclosure requirements.
When does a quote become legally binding?
A quote is generally an offer; it becomes binding when accepted by the buyer under agreed terms. Ensure acceptance method, price, and authorized signatory are documented to evidence mutual assent.
How long should quoted prices remain firm?
State an explicit validity period (for example, 30–90 days). Without a stated term a vendor may argue the quote was conditional or revocable prior to acceptance.
What if a vendor's price changes after submission?
If acceptance occurred before the change, original terms typically control. If not accepted, vendors may withdraw or amend quotes; document all communications and obtain written consent for changes.
Are notarization or witness signatures required?
Not usually for standard quotation requests. Notarization is uncommon unless the quote forms part of a security or legal instrument; check state notary rules if notarization or RON is desired.
How should I store returned quotations securely?
Retain signed quotes in encrypted storage with access controls consistent with industry rules. For healthcare-related quotes follow HIPAA retention (45 CFR §164.530(j)); for tax-related records follow IRC §6501(a).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now