Is an electronic quotation legally binding?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures and records are legally enforceable if the parties demonstrate intent, consent, attribution, and retention capability.

Do I ever need a notary for a quotation?

Not usually for standard quotations. Some solicitations or accompanying affidavits may require notarization or a signed certification; follow the buyer’s instructions exactly.

What if I discover a pricing error after submission?

If the solicitation permits corrections, notify the buyer immediately per the clarification procedure. Otherwise you may face bid rejection, price adjustment requests, or potential liability depending on solicitation terms.

Can I withdraw or amend a submitted quotation?

Withdrawal or amendment is governed by the solicitation; many buyers allow withdrawal only before the submission deadline. Post-deadline changes are typically disallowed without buyer consent.

How long should my quotation remain valid?

Specify a clear validity period (commonly 30–90 days) in the quotation; the buyer may require a minimum period within the solicitation documents.

How do I cancel an electronic submission?

Contact the procurement officer in writing immediately and follow the buyer’s cancellation procedures; electronic systems may provide audit evidence showing the cancellation request and timestamp.

Electronic Signature
Templates
Miscellaneous
Business Tender Quotation

Business Tender Quotation

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

BUSINESS TENDER QUOTATION

Tender Quotation Number

WHEREAS: The parties identified below have requested and require a formal quotation for the supply of goods and/or services described in this document as part of a competitive tender process; and

WHEREAS: Bidder: represents that it is duly authorized and capable of performing the work quoted; and

WHEREAS: Client: is soliciting proposals and may accept this quotation in whole or in part according to the terms set forth herein.

Tender Details

Tender Title Date of Issue

Scope of Work

The Bidder proposes to provide the goods and/or services described below. The description sets out the material scope and deliverables; all work will be performed in accordance with applicable standards and the requirements of the tender documents.

Itemized Quotation

The amounts below represent the Bidder's firm prices for the scope described above. Prices are exclusive of taxes unless otherwise stated.

Description	Quantity	Unit Price	Line Total

Subtotal Taxes (if applicable) Total Quoted Amount

Payment Terms

Total Amount Payable:

Payment Schedule

Deposit required: . Final payment due within days of completion/invoice.

Late payment shall incur interest at % per month on overdue amounts, calculated monthly and compounded.

Delivery and Performance

Expected Delivery / Commencement: . Estimated completion / delivery timeframe in calendar days:

Term and Termination

Contract Start Date: . Contract End Date: .

Either party may terminate for convenience upon providing days' prior written notice. Termination for material breach may be immediate where the defaulting party fails to cure within a commercially reasonable period following notice.

Confidentiality

Each party shall keep confidential all non-public commercial, technical and financial information disclosed in connection with this quotation and any resulting contract. Confidential information shall not be disclosed except to employees, agents or subcontractors who have a need to know and are bound by confidentiality obligations at least as protective as those herein. Confidentiality survives termination for five (5) years or as otherwise required by law.

Bid Validity and Acceptance

This quotation is valid for a period of days from the Date of Issue stated above. Acceptance of this quotation must be communicated in writing prior to expiry of the validity period.

Method of Acceptance (select applicable)

Signed contract or purchase order Written email confirmation

Representations and Warranties

The Bidder warrants that the goods and services quoted shall be performed in a professional manner consistent with industry standards, and that it has the full right and authority to submit this quotation and, if accepted, to enter into the resulting agreement.

Governing Law

This quotation and any contract arising from its acceptance shall be governed by and construed in accordance with the laws of the state or jurisdiction of: , without regard to conflict of law rules.

Entire Agreement

This quotation, together with any documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, proposals, understandings and representations, whether written or oral.

Additional Terms

Certifications

The undersigned certifies that they are authorized to submit this quotation on behalf of the Bidder, that the information contained herein is true and accurate to the best of their knowledge, and that the prices quoted are genuine and not the result of collusion or other anti-competitive conduct.

Bidder:

By:

Date:

Client:

By:

Date:

What a Business Tender Quotation Is and when it’s used

A Business Tender Quotation is a formal written offer submitted by a supplier in response to a tender, request for quotation (RFQ), or procurement solicitation. It details goods or services offered, unit and total pricing, delivery schedules, payment terms, exclusions, and the period of price validity. Quotations often include supporting attachments such as technical specifications, certificates, and proof of insurance. In many public and private procurements a correctly completed quotation forms the basis for contract award and must meet the buyer’s submission format, deadlines, and authentication requirements.

Why a clear, compliant quotation matters for procurement

A precise Business Tender Quotation reduces evaluation friction, preserves legal rights, and creates a clear basis for award and contract terms. Accurate pricing, defined scope, and stated validity protect both bidder and buyer during competitive procurement.

Who prepares and who reviews tender quotations

Typical participants on both sides of a tender process and how they use the quotation.

Suppliers and vendors preparing bids: Responsible for compiling technical specs, pricing schedules, certificates, and required attachments for submission.
Procurement officers and buyers reviewing offers: Compare quotations for compliance, price, delivery, and risk before awarding a contract.
External consultants and bid managers: Coordinate responses across departments, verify compliance with solicitation terms, and manage submission logistics.

Each role focuses on accuracy, timeliness, and conformity to the solicitation to avoid disqualification or post-award disputes.

Core elements to include in a professional tender quotation

A complete quotation groups commercial, technical, and administrative details so evaluators can compare offers quickly and fairly.

Cover Letter

Short summary identifying the bidder, RFQ reference, and a one-line statement of intent plus primary contact information for clarifications and contract negotiation.

Scope of Supply

Detailed description of goods or services, model numbers, quantities, technical specifications, and any exclusions or assumptions that affect pricing or delivery.

Pricing Schedule

Itemized unit prices, currency, taxes, total price, any discounts, and a clear statement of whether prices are fixed, indexed, or subject to escalation.

Delivery & Lead Times

Concrete delivery dates or lead times, incoterms if applicable, delivery location, and any milestones tied to payments or acceptance.

Commercial Terms

Payment terms, warranty period, liabilities, indemnities, and validity period for the offer along with any performance bonds or insurance details.

Attachments

Supporting documents such as technical data sheets, certifications, insurance certificates, past performance references, and any forms required by the buyer.

Essential data fields to include on the quotation

Company Name: Registered legal name

Primary Contact: Name, phone, email

Tax Identifier: EIN or TIN

Price Totals: Currency and totals

Delivery Terms: Dates and location

Signature Block: Authorized signer details

Step-by-step: preparing and submitting a tender quotation

Follow a clear sequence to reduce errors and meet submission rules stated in the solicitation.

01

Review solicitation: Confirm scope, format, and mandatory forms.
02

Prepare documentation: Assemble technical, legal, and compliance attachments.
03

Complete pricing: Enter unit prices, taxes, and totals accurately.
04

Submit on time: Use buyer portal or required channel before deadline.

How to configure an online quotation workflow

Set up an electronic template and routing so each submission is complete and auditable.

Field	Configuration
Upload Template	Create a reusable quotation form in PDF or DOCX
Add Fields	Place text, numeric, date, and signature fields
Authentication	Select email, SMS code, or stronger methods
Routing Order	Define signer sequence and approval steps

Where and how to send your completed quotation

Match the buyer’s requested submission channel and include all required forms and attachments.

Buyer Portal: Upload files per portal instructions and confirm file types and size limits.
Procurement Email: Send to the specified address with RFQ reference in the subject line.
Secure eSubmission: Use the buyer’s eSubmission link or secure upload when provided.
Physical Delivery: Deliver hard copies by the stated delivery method if required by the solicitation.

Technical considerations for digital submission and signing

Confirm permitted file formats, authentication strength, and any audit requirements before sending.

File Formats: PDF, DOCX, and sometimes Excel are commonly accepted.
Authentication: Email, SMS, and stronger KBA or two-factor options are often supported.
Integrations: Connectors for procurement systems and cloud storage speed delivery.

When electronic signing is allowed, ensure the platform captures an audit trail, timestamps, signer attribution, and retains a reproducible signed record for compliance and dispute resolution.

Typical timing and deadline items to track

Document and calendar key dates to avoid disqualification or missed opportunities.

Submission Deadline:

Exact date and local time the buyer will close submissions.

Clarification Cutoff:

Last date to ask questions or request amendments.

Validity Period:

Timeframe the quoted prices remain firm.

Evaluation Window:

Expected period buyer will review and score quotations.

Award Notice:

Date or timeframe when the buyer intends to announce award.

Common mistakes that lead to rejected quotations

Missing mandatory attachments, such as certificates or signed forms, which often causes automatic disqualification by procurement portals.
Submitting incorrect or inconsistent pricing (mismatched unit and total figures) that creates ambiguity during evaluation.
Ignoring submission format rules or file type limits required by the buyer’s portal, resulting in unreadable or rejected uploads.
Failing to state offer validity or delivering bids after the deadline; both can invalidate an otherwise compliant quotation.

Consequences and contractual risks of errors in quotations

Bid Withdrawal: May be restricted by solicitation

Bond Forfeiture: Performance or bid bond loss for non-compliance

Price Discrepancy: Buyer may reject or seek clarification

Late Submission: Automatic disqualification possible

Missing Signature: Unsigned offers may be invalid

Specification Nonconformity: Rejection or conditional award risk

eSignature vendor pricing and feature comparison for tender workflows

Compare starting costs and basic capabilities to match procurement, HIPAA, and bulk submission requirements without implying endorsement.

	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 trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Business Tender Quotations

Answers to common legal and practical questions bidders ask when preparing and submitting quotations.

Need help? Contact support

Is an electronic quotation legally binding?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures and records are legally enforceable if the parties demonstrate intent, consent, attribution, and retention capability.
Do I ever need a notary for a quotation?
Not usually for standard quotations. Some solicitations or accompanying affidavits may require notarization or a signed certification; follow the buyer’s instructions exactly.
What if I discover a pricing error after submission?
If the solicitation permits corrections, notify the buyer immediately per the clarification procedure. Otherwise you may face bid rejection, price adjustment requests, or potential liability depending on solicitation terms.
Can I withdraw or amend a submitted quotation?
Withdrawal or amendment is governed by the solicitation; many buyers allow withdrawal only before the submission deadline. Post-deadline changes are typically disallowed without buyer consent.
How long should my quotation remain valid?
Specify a clear validity period (commonly 30–90 days) in the quotation; the buyer may require a minimum period within the solicitation documents.
How do I cancel an electronic submission?
Contact the procurement officer in writing immediately and follow the buyer’s cancellation procedures; electronic systems may provide audit evidence showing the cancellation request and timestamp.

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