Are electronic signatures valid?

Yes. Electronic signatures are legally valid for commercial transactions under the ESIGN Act and most state UETA laws when intent, consent, attribution, and retention requirements are met.

What if the client requests changes?

Document change requests as a new revision or amendment with a new quote number and dates; require re-approval and re-signature to avoid ambiguity about which terms apply.

Do quotes need notarization?

Generally no for commercial sales quotes. Notarization is rarely required unless state law or your internal policy demands it for specific contract types or signatures.

How long should I keep signed quotes?

Retain signed quotes for at least three years for tax and audit purposes; longer retention may apply for regulated industries such as healthcare (six years) or where contract disputes are possible.

Can someone sign on behalf of the company?

Yes, but only an authorized officer or delegated signatory should sign; maintain written evidence of signing authority to avoid enforcement challenges.

How to fix an error after signing?

Do not alter a signed document. Issue a corrected quote or amendment, have all parties sign the new document, and keep both the original and corrected versions for audit purposes.

Client Response Quote

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

CLIENT RESPONSE QUOTE

Quote Number

Issued By (Provider)

Client Name

Date Issued: Quote Valid Until: Reference/Project:

RECITALS

WHEREAS, Provider possesses expertise, personnel and resources to perform the services described in this quote; and

WHEREAS, Client has requested a proposal and Provider has prepared this Quote for the work and fees set forth below;

WHEREAS, the parties intend that acceptance of this Quote by Client and signature by authorized representatives will constitute a binding agreement for the scope and fees set forth herein.

SCOPE OF WORK

Detailed Scope

ITEMIZED QUOTE

Item / Deliverable

Qty

Unit Price

Line Total

Subtotal:

Tax (if applicable):

Total:

PAYMENT TERMS

Client shall pay Provider the Total specified above in accordance with the following payment schedule and terms.

Deposit / Initial Payment Payment Schedule

Late Payment: Amounts unpaid after the due date shall accrue interest at compounded monthly, plus reasonable collection costs. Provider may suspend work for invoices overdue by more than days following written notice.

TERM AND TERMINATION

Term Commencement Date: . Expected Completion Date: .

Either party may terminate this agreement for convenience upon days' written notice. Termination for cause may be effected immediately upon material breach by the other party that remains uncured after days' written notice to cure.

Upon termination, Client will pay Provider for all work performed and costs incurred through the effective date of termination, together with reasonable wind-up costs and any non-cancellable commitments.

CONFIDENTIALITY

Each party agrees that Confidential Information disclosed by the other party will be held in strict confidence, used only to perform obligations under this Quote, and not disclosed to third parties except with prior written consent or as required by law. "Confidential Information" includes non-public business, technical and financial information disclosed in connection with the services. The obligations of confidentiality shall survive termination for a period of three (3) years.

LIMITATION OF LIABILITY

Except for liability arising from gross negligence or willful misconduct, Provider's aggregate liability under this Quote shall not exceed the total fees actually paid by Client to Provider under this Quote. In no event shall either party be liable for special, incidental, indirect or consequential damages.

GOVERNING LAW

This Quote and any dispute arising out of or related to it shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Quote, together with any schedules, exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior proposals, communications and agreements, whether written or oral. No amendment will be effective unless in writing and signed by authorized representatives of both parties.

ACCEPTANCE

By checking the box below and signing, Client confirms acceptance of this Quote, authorizes Provider to commence work as specified in the Scope of Work, and agrees to be bound by the terms herein.

I accept the Quote and authorize Provider to proceed.

Additional Conditions or Special Instructions

Provider (Printed Name):

By:

Date:

Client (Printed Name):

By:

Date:

What a Client Response Quote Is and when to use it

A Client Response Quote is a written proposal from a vendor or service provider that responds to a client request for pricing, scope, and delivery terms. It typically identifies the issuer, recipient, quote number, effective and expiration dates, itemized services or products, unit pricing, total cost, payment terms, and any assumptions or exclusions that affect price or timing. The document documents the offer that the client may accept, request changes to, or use to obtain internal approvals before issuing a purchase order or signing a contract.

Why a clear Client Response Quote matters

A well-prepared Client Response Quote reduces ambiguity, speeds client decision-making, and creates a clear record of the offer and its expiration. It also establishes pricing, payment expectations, and the baseline for any subsequent contract or purchase order.

Who prepares and who relies on a Client Response Quote

Keep the quote readable, consistent with company templates, and signed by an authorized representative to avoid delays or disputes.

Sales teams and account managers preparing an official offer for prospective clients, often routing quotes for internal approval before delivery.
Procurement and purchasing specialists who compare vendor quotes, verify compliance with purchase policies, and convert accepted quotes into purchase orders.
Project managers and operations staff who use the quoted scope and schedule to plan staffing and materials.

Essential components to include in every Client Response Quote

A professional quote should be structured, unambiguous, and include commercial and administrative details that enable acceptance and contract conversion.

Header

Company name, address, contact person, client name, and a unique quote number for tracking and audit purposes; helps accounting and procurement match records.

Dates

Issue date, effective date, and explicit expiration date for the offer; the expiration protects pricing and clarifies the response window for the client.

Scope

A clear description of goods or services, deliverables, milestones, and acceptance criteria so both parties understand what is included and what is excluded.

Pricing

Itemized unit costs, quantities, discounts, taxes, and the total amount payable; indicate whether prices are estimates or fixed and list currency.

Payment terms

Terms such as net days, deposits, milestones tied to payments, late payment penalties, and accepted payment methods to set cashflow expectations.

Signatures

Signature block for authorized signers with printed name, title, date, and any witness or notarization instructions when required by internal policy or law.

Required fields at a glance

Client Name: Full legal entity

Issuer Name: Company and contact

Quote Number: Unique identifier

Itemization: Units and prices

Payment Terms: Net days or milestone

Expiration Date: Offer validity date

Step-by-step: prepare and send a Client Response Quote

Follow these sequential steps to prepare a complete, reviewable quote and route it for client acceptance.

01

Draft quote: Populate header, scope, pricing, and dates.
02

Internal review: Obtain approvals for pricing and legal terms.
03

Send to client: Deliver by email or secure signing platform.
04

Record result: Archive signed copy and update CRM.

How to customize the quote workflow online

Configure your digital workflow to ensure correct routing, approvals, and signing behavior when completing quotes electronically.

Field	Configuration
Approval sequence	Set required internal approvers and order
Signer authentication	Email link, SMS code, or KBA as needed
Template fields	Pre-fill client info and pricing variables
Storage destination	Define where signed PDFs save (CRM/Drive)

Where to send or file a completed quote

A completed quote should be delivered to the client, routed internally for procurement or accounting, and archived for auditability.

Send to client: Email or secure signing link with audit trail
Internal approval: Route to finance or legal for signoff
Archive copy: Save signed PDF in document repository
CRM update: Attach quote to opportunity record

Digital delivery, formats and system integrations

Integrations and format support let you prefill fields, attach quotes to client records, and preserve an audit trail for compliance and reporting.

Supported formats: PDF, DOCX, XLSX
Key integrations: Salesforce, NetSuite, Google Workspace
Security standards: TLS in transit, AES-256 at rest

Typical timelines and expiration conventions

Quotes commonly include deadlines for client response and clauses that specify what happens if the quote expires before acceptance.

Quote expiration date:

Defines when the offer lapses, typically 15–30 days

Client response due:

Date by which client should accept or propose changes

Purchase order issuance:

Expected date for PO after acceptance

Contract signature target:

Target date for converting quote into contract

Delivery start:

Planned start of work or shipment

Common mistakes when preparing a Client Response Quote

Leaving ambiguous scope language that leads to disputes or change orders and increases negotiation time with the client.
Failing to include an expiration date, which can expose pricing to change and create internal confusion about offer validity.
Using inconsistent naming or quote numbers that prevent matching of received purchase orders to the original quote.
Omitting payment terms or tax treatment, which can delay invoicing and complicate revenue recognition.

Risks of an inaccurate or incomplete quote

Contract disputes: Misunderstood scope

Delayed payment: Unclear payment terms

Lost business: Late responses

Accounting errors: Mismatched records

Compliance gaps: Missing required disclosures

Rework costs: Change orders

Real-world examples showing typical uses

Two brief customer examples illustrate how a Client Response Quote fits into larger workflows and speeds execution.

Optica Ventures (Sales)

Optica used online quotes to standardize offers and reduce back-and-forth.

The interface was simple for clients and staff.
Standardized, digital quotes improved turnaround and reduced administrative follow-up, letting the sales team close opportunities faster while maintaining an auditable record.

Martin Properties (Real Estate)

A small property firm moved to signed digital quotes for services and leases.

They processed documents fully online with compliance.
The firm eliminated in-person steps, obtained signatures on mobile devices, and retained signed quotes in a searchable archive for compliance and accounting.

Frequently asked questions about Client Response Quotes

Answers to common questions about validity, signatures, revisions, and recordkeeping when preparing or accepting a Client Response Quote.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally valid for commercial transactions under the ESIGN Act and most state UETA laws when intent, consent, attribution, and retention requirements are met.
What if the client requests changes?
Document change requests as a new revision or amendment with a new quote number and dates; require re-approval and re-signature to avoid ambiguity about which terms apply.
Do quotes need notarization?
Generally no for commercial sales quotes. Notarization is rarely required unless state law or your internal policy demands it for specific contract types or signatures.
How long should I keep signed quotes?
Retain signed quotes for at least three years for tax and audit purposes; longer retention may apply for regulated industries such as healthcare (six years) or where contract disputes are possible.
Can someone sign on behalf of the company?
Yes, but only an authorized officer or delegated signatory should sign; maintain written evidence of signing authority to avoid enforcement challenges.
How to fix an error after signing?
Do not alter a signed document. Issue a corrected quote or amendment, have all parties sign the new document, and keep both the original and corrected versions for audit purposes.

eSignature solution pricing and capability comparison (vendor overview)

Summary comparison of typical starting prices and selected capabilities from leading eSignature providers. signNow is listed first for reference.

	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	Varies	Varies	Varies
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

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