Is an electronic signature valid?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and record retention requirements are met.

Do quotations need notarization?

Routine commercial quotations typically do not require notarization. Notarization is only necessary where a state law or the specific transaction demands it, such as certain property instruments.

How do I correct an issued quotation?

Issue a revised quotation with a new number or version note, clearly mark the superseded document, and communicate the change to recipients to avoid parallel obligations.

Can a quotation become a binding contract?

Yes; a quotation can become binding when accepted by the buyer and supported by mutual assent and consideration. Confirm acceptance terms in the quotation to reduce ambiguity.

What records should I keep?

Retain issued quotations, signed acceptances, and related approvals for the active term plus relevant retention periods; follow IRS rules (IRC §6501(a)) and HIPAA when applicable.

How do I handle missing signer information?

Obtain a corrected signature block or a signed amendment. If necessary, document attempts to reach the signer and preserve emails or audit logs demonstrating consent to the revised terms.

Electronic Signature
Templates
Sales
Common Quotation Form

Common Quotation Form

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

What the Common Quotation Form Is and When It’s Used

A Common Quotation Form is a standardized document sellers use to present pricing, itemized services or goods, delivery terms, and payment conditions to prospective buyers. It summarizes quantities, unit prices, discounts, taxes, and an expiration date for the offer. The form is often used in procurement, sales negotiations, contracting, and bidding processes and may be updated or converted into a binding contract once accepted by the buyer.

Why a Clear Quotation Form Matters

A well-prepared Common Quotation Form reduces ambiguity about costs, timelines, and responsibilities, making it easier for stakeholders to evaluate offers and for organizations to track pricing history.

Who Typically Prepares and Receives Quotations

Teams across procurement and sales prepare and exchange quotations during early-stage negotiations to set expectations and track potential business.

Procurement teams and buyers who compare multiple vendor quotes and verify compliance with purchasing rules.
Sales representatives or account managers who create client-facing offers and maintain price lists for proposals.
Project managers or estimators in services and construction who use line-item quotes to plan budgets and schedules.

Use roles and approval limits to route drafts for internal review before issuing a formal quotation to customers.

Core Elements of a Professional Quotation

A concise quotation lists the essential terms so recipients can evaluate, approve, or request changes quickly.

Quote Header

Include company name, contact details, quote number, and an issuance date to ensure proper tracking and future reference.

Client Details

Record the purchaser’s legal name, billing and shipping addresses, and a contact person to avoid delivery or invoicing disputes.

Itemized Pricing

List each product or service with unit price, quantity, subtotal, applicable taxes, and any discounts to show how the total was calculated.

Terms

Specify payment terms, delivery lead times, warranty information, and any special conditions that affect acceptance or performance.

Validity

State an explicit expiration date for the offer and conditions that may change pricing after that date to prevent confusion.

Signature Block

Provide space for an authorized signature, printed name, title, and date; indicate whether electronic signatures are accepted.

Step-by-Step: Create and Issue a Common Quotation Form

Follow a simple sequence to prepare, review, and distribute quotations consistently.

01

Gather Requirements: Collect scope, quantities, and delivery expectations.
02

Draft the Quote: Populate template fields and calculate totals.
03

Internal Review: Obtain approvals from pricing or legal reviewers.
04

Send to Buyer: Deliver the quotation and track acknowledgement.

How Digital Quotations Flow from Draft to Acceptance

A digital workflow accelerates review and records each action to reduce manual handoffs and missing approvals.

Upload Template: Start from a standardized quotation template in your document system.
Add Fields: Place signature, date, and calculation fields for automatic totals.
Assign Reviewers: Set approval order for finance, legal, or operations sign-off.
Distribute and Track: Send the quote and monitor status until acceptance or expiry.

Typical Digital Workflow Settings for Quotations

Configure these workflow settings to enforce controls and automate routine actions.

Field	Configuration
Signature Type	Electronic signature allowed \| audit trail enabled
Authentication	Email verification; optional SMS code
Notifications	Auto-notify on view, sign, and completion
Retention	Archive signed PDF to secure storage

Technical Considerations for eDelivery and Signing

Confirm platform capabilities such as supported file formats, authentication methods, and integration endpoints before digitizing quotation workflows.

Integrations: CRM and ERP connectors reduce manual entry
File formats: PDF, DOCX, and Excel supported
Authentication: Email, SMS, and two-factor options

Choose a platform that supports your integration needs and retention policies; confirm encryption in transit and at rest and the ability to export signed originals for recordkeeping.

Security and Compliance Checklist

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped logs with IP and action history

Access Controls: Role-based permissions and SSO support

BAA Availability: Business Associate Agreement offered where needed

Standards: SOC 2 Type II and ISO 27001 coverage

Accessibility: WCAG 2.0 Level AA considerations

Risks When a Quotation Is Incorrect or Incomplete

Pricing Errors: May lead to lost margin or renegotiation

Missing Terms: Creates ambiguity about deliverables

Invalid Signatures: Can delay contract formation

Tax Consequences: Incorrect invoicing may trigger adjustments

Reputational Harm: Frequent mistakes reduce buyer confidence

Contract Disputes: Ambiguities can result in litigation

Common Preparation Mistakes to Avoid

Failing to include an explicit expiry date can create disputes about whether pricing remains available after market changes.
Using vague line-item descriptions makes it hard to match deliveries to invoiced items during fulfilment and audit reviews.
Entering mismatched client names or addresses delays invoicing, tax reporting, and may trigger corrective actions with the buyer.
Issuing quotes without internal approvals can expose the seller to unauthorized discounts or unrealistic delivery commitments.

Typical Timeline Items and Deadlines

Set and communicate clear deadlines to avoid missed opportunities and to align internal approval steps with buyer expectations.

Issue Date:

The date the quotation is created and sent to the recipient.

Expiration Date:

Date after which the quotation is no longer valid; commonly 15–30 days.

Response Deadline:

Requested date by which the buyer should accept or request changes.

Acceptance Effective Date:

The date when buyer acceptance converts the quotation into an enforceable agreement.

Delivery Schedule:

Key milestone dates for shipping, installation, or service start.

Key Processing Milestones for a Quotation

Track these sequential milestones to monitor progress from request to execution.

01

Request Received

Buyer submits specifications or request-for-quote information.

02

Quotation Prepared

Sales or estimating team compiles itemized costs and terms.

03

Negotiation and Approval

Internal approvals and buyer negotiations finalize terms.

04

Execution

Buyer accepts and the quotation becomes a binding agreement.

How a Quotation Differs from a Proforma Invoice

Comparing documents clarifies intent and legal effect so parties use the correct form during sales and customs processes.

Criteria	Common Quotation Form	Proforma Invoice
Purpose	offer to buyer	advance invoice for customs
Binding Status	usually non-binding	can represent expected charges
Typical Use	pricing evaluation	international shipping estimates
Includes Prices	yes, estimates	yes, declared amounts

Sample eSignature Vendor Comparison for Quotation Workflows

Comparison of common vendor characteristics; signNow is listed first per table convention and pricing reflects published per-user monthly rates where available.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Examples of Quotation Use

These short examples show how organizations apply standardized quotations to speed approvals and reduce errors.

Martin Properties

For property services, a standardized quotation reduced turnaround time and simplified approvals.

The process improved remote acceptance rates.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures LLC

A small investment firm used consistent quotations for vendor engagements.

Consistency improved internal tracking.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Typical Signatories and Their Roles

Procurement Manager

A procurement manager typically reviews quotes for compliance with purchasing policies, negotiates terms, and provides the formal acceptance signature on behalf of the buyer when authorized.

Small Business Owner

A small business owner may prepare and sign quotations directly, controlling pricing and acceptance terms and assuming responsibility for delivery and invoicing accuracy.

Practical Tips to Improve Accuracy and Speed

Adopt these practices to minimize rework and speed acceptance while maintaining compliance and clear records.

Standardize Templates

Use a consistent template with required fields, validation rules, and pre-approved terms to reduce manual errors and speed generation of quotations across teams.

Use Item Codes

Reference internal SKU or service codes to make reconciling quotes, orders, and invoices straightforward for fulfillment and accounting teams.

Document Versioning

Record version numbers and change logs so reviewers can quickly identify the latest proposal and avoid using outdated pricing or terms.

Acceptable Electronic Signatures

Specify accepted eSignature methods and authentication strength so signers know how to execute and the document remains enforceable.

Frequently Asked Questions About Common Quotation Forms

Answers to common questions about validity, signature methods, corrections, and recordkeeping for quotations used in U.S. commercial practice.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and record retention requirements are met.
Do quotations need notarization?
Routine commercial quotations typically do not require notarization. Notarization is only necessary where a state law or the specific transaction demands it, such as certain property instruments.
How do I correct an issued quotation?
Issue a revised quotation with a new number or version note, clearly mark the superseded document, and communicate the change to recipients to avoid parallel obligations.
Can a quotation become a binding contract?
Yes; a quotation can become binding when accepted by the buyer and supported by mutual assent and consideration. Confirm acceptance terms in the quotation to reduce ambiguity.
What records should I keep?
Retain issued quotations, signed acceptances, and related approvals for the active term plus relevant retention periods; follow IRS rules (IRC §6501(a)) and HIPAA when applicable.
How do I handle missing signer information?
Obtain a corrected signature block or a signed amendment. If necessary, document attempts to reach the signer and preserve emails or audit logs demonstrating consent to the revised terms.

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