How precise must measurements be?

Measure to the nearest 1/8 inch where possible and record inside or outside mount. Inaccurate measurements are a leading cause of remakes and added cost; confirm measurements on-site if in doubt.

Can customers sign the form electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the signature demonstrates intent, consent, attribution, and record retention capability.

Is notarization required for an order form?

Ordinary product order forms do not typically require notarization. If the document includes contracts altering property titles or powers of attorney, notarization or witnesses may be required by state law.

What if the customer requests a paper copy?

Provide a printed copy on request; for consumer-facing records, ESIGN may require a consumer disclosure and ability to receive paper copies as part of consent procedures.

How should change orders be documented?

Record change orders on a revised form or addendum with the customer's signature and an updated schedule or price. Verbal approvals should be converted to signed changes to avoid disputes.

How long should order records be kept?

Retain completed orders for the warranty period plus at least three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention for health-related records.

Electronic Signature
Templates
Miscellaneous
Custom Shades Order Form

Custom Shades Order Form

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

CUSTOM SHADES ORDER FORM

Parties and Order Identifiers

Seller:

Seller Address

Client Name:

Client Address

Order Number:

Order Date:

Quote Reference:

Recitals

WHEREAS Seller manufactures, supplies and installs custom window shades, blinds and related window treatments and accessories; and

WHEREAS Client desires to order custom shades from Seller as described in this Order Form and Seller is willing to manufacture and supply such goods and services in accordance with the terms and conditions set forth herein; and

NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree that this Order Form together with the attached specifications constitutes a binding contract for the manufacture, supply and, if elected, installation of the goods and services described below.

Scope of Work

Description of Goods and Services

Lead time from order acceptance: . Installation required: Yes No

Product Specifications (per line)

Shade Model / Fabric / Color

Special Options / Controls / Hardware

Add additional line items as needed on a separate attachment. Seller will provide a final manufacturing drawing for Client approval prior to production.

Payment Terms

Subtotal: Tax: Shipping: Total:

Deposit and Payment Schedule

Deposit required to commence work: due upon order acceptance. Balance due: due prior to shipping or installation on or before .

Late payments shall incur a late fee of on overdue balances and Seller may suspend production or delivery until amounts due are paid. All payments are due in US dollars unless otherwise agreed in writing.

Accepted Payment Methods

Check Credit/Debit Card Wire Transfer Other:

Term and Termination

Contract Start Date: . Expected Completion / End Date: .

Either party may terminate this Order Form for material breach if the breaching party fails to cure within days after written notice. In the event of termination, Client shall pay Seller for all work performed and materials procured up to the effective date of termination, including reasonable restocking and cancellation charges.

Change Orders and Acceptance

All changes to quantities, specifications, finishes or installation requirements must be submitted in writing and are subject to Seller's written acceptance. Additional charges or extensions to lead time resulting from change orders will be invoiced and are due under the Payment Terms above. Final acceptance of goods occurs upon installation or delivery and written sign-off by Client.

Warranty, Returns and Remedies

Seller warrants that manufactured shades will conform to agreed specifications and be free from defects in materials and workmanship for the period of months from delivery. Warranty excludes damage due to improper site conditions, misuse, normal wear and tear, or unauthorized modification. Returns or repair under warranty require prior written authorization from Seller.

Confidentiality

Each party shall maintain the confidentiality of the other party's proprietary information disclosed in connection with this Order Form and shall not use such information except as required to perform its obligations hereunder. Confidential information does not include information that is public through no fault of the recipient, independently developed by the recipient, or required to be disclosed by law, provided the disclosing party is given prompt notice and assistance to seek protective relief.

Limitation of Liability

Except for liability arising from gross negligence or willful misconduct, each party's aggregate liability under this Order Form shall not exceed the total amounts paid by Client to Seller under this Order. Neither party will be liable for incidental, consequential or punitive damages.

Governing Law and Dispute Resolution

This Order Form shall be governed by and construed in accordance with the laws of the state of without regard to choice of law principles. The parties agree to attempt good faith negotiation to resolve disputes prior to initiating litigation; remedies at law remain available to prevent irreparable harm.

Entire Agreement

This Order Form, including any drawings, specifications and accepted change orders signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous agreements, understandings and representations, whether written or oral.

Acknowledgement and Certifications

By signing below Client certifies that measurements and site conditions have been verified to Client's satisfaction unless Seller has been expressly engaged to measure. Client acknowledges responsibility for access, site readiness and any electrical requirements for motorized products. Seller certifies that goods will be manufactured in accordance with accepted specifications and applicable standards.

Additional Instructions / Site Notes Client Acceptance

I have read, understand and accept the terms set forth in this Custom Shades Order Form, including the payment schedule, change order process, and warranty provisions.

Buyer Printed Name:

By:

Date:

Seller Printed Name:

By:

Date:

What the Custom Shades Order Form Is and Who It Serves

The Custom Shades Order Form is a structured sales and production document used to capture a customer's specification for made-to-order window treatments. It consolidates product selections (style, fabric, color), precise measurements, mounting choices, hardware options, pricing, lead time, and installation notes into a single record that drives manufacture and fulfillment. Properly completed, the form reduces rework, ensures consistent production, and provides a clear commercial record for invoicing, returns, and warranty claims. This version is written for U.S. use and highlights how electronic completion and eSigning interact with federal and state rules.

Why a Standardized Order Form Matters for Accuracy and Compliance

A professional Custom Shades Order Form centralizes customer choices and technical specs to reduce ordering errors, shorten production cycles, and create an auditable record for billing and warranty purposes. Using a consistent form helps sales, manufacturing, and installers work from the same data set while supporting digital signatures, retention, and regulatory requirements where they apply.

Who Typically Completes and Signs a Custom Shades Order Form

Typical participants include the sales representative, the customer (homeowner or business buyer), and the production or shop manager who authorizes manufacture.

Sales Representative — Collects requirements, confirms measurements, and records pricing details for production.
Customer / Buyer — Approves fabric, color, and mounting choices and provides signature to confirm order terms.
Production Manager / Installer — Verifies feasibility, adds manufacturing notes, and signs off before work begins.

Signatures establish acceptance of specifications and payment terms; who signs depends on internal authority and whether the buyer is an individual or a business entity.

Step-by-Step: Completing the Custom Shades Order Form

Follow these four core steps to complete and validate an order before sending it to production.

01

Collect Details: Confirm product, fabric, and mounting choices with the customer.
02

Take Measurements: Record W × H in inches and note inside or outside mount.
03

Review Pricing: Verify unit price, taxes, and any installation fees.
04

Sign and Submit: Obtain buyer signature and route the completed form to production.

Essential Sections to Include on a Professional Order Form

A complete Custom Shades Order Form organizes customer intent, technical specifications, commercial terms, and production instructions so each department can act without ambiguity.

Customer Details

Name, billing and shipping address, phone and email for confirmations and scheduling; critical for delivery and warranty contacts.

Product & Fabric Choices

Exact model name, fabric code, color option, and any special treatments such as blackout liners or UV coatings that affect cost and lead time.

Measurements

Window ID, width and height in inches, mounting type (inside/outside), and any obstructions or tolerance notes for installation teams.

Hardware & Controls

Specify bracket finishes, valances, motorization, remote controls, and power requirements if applicable.

Pricing & Payment Terms

Unit prices, discounts, tax, deposit required, balance due, and accepted payment methods to prevent billing disputes.

Production & Installation Notes

Special instructions, delivery preferences, and installer contact to coordinate site access and final measurements if needed.

How to Configure an Online Order Workflow

Common settings for a digital order form ensure consistent data capture and automated routing to production and accounting.

Field	Configuration
Required Fields	Make measurements, product selection, and signature mandatory
Conditional Logic	Show motorization options only when motor selected
Approvals	Route orders over threshold to manager for sign-off
Notifications	Email production and accounting on final submission

Typical Submission and Processing Flow

A clear end-to-end flow prevents lost orders and provides traceability from sale to installation.

Customer Signs: Buyer signs electronically to confirm specifications and payment terms
Order Routed: Form automatically routes to production with attached specs
Manufacture Begins: Shop receives cut lists and fabric tickets to start production
Install & Close: Installer confirms fit, completes work, and records final acceptance

Digital Signing and File Format Requirements

Use a platform that accepts PDF or DOCX uploads, produces an audit trail, and supports eSignature methods acceptable under ESIGN/UETA.

File Types: PDF and DOCX accepted for templates and archival
Authentication: Email link, SMS code, or stronger ID checks for higher-value orders
Audit Trail: Timestamp, IP, and action log retained with the signed file

When handling protected health data or other regulated information, ensure the chosen platform supports required certifications and offers a Business Associate Agreement where HIPAA applies.

Typical Timelines and When to Expect Action

Order timing affects production schedules and installation windows; record expected dates and notify customers of any changes in writing.

Order Confirmation Date:

Date buyer signs confirming specs and deposit

Production Start:

Begin within specified lead time after confirmation

Estimated Ship Date:

Projected ship or pickup date provided to customer

Installation Window:

Installer schedules within agreed window

Warranty Start:

Begins on installation or delivery date per terms

Key Milestones from Quote to Installation

Track these milestones to manage customer expectations and production capacity.

01

Quote Issued

Sales provides an itemized estimate and available lead time

02

Deposit Received

Payment secures production slot and confirms order

03

Fabrication Complete

Shop finishes units and prepares for shipping or pickup

04

Installation Complete

Installer documents acceptance and closes the job

Common Mistakes That Cause Delays or Rework

Incorrect measurement format or transposed width/height values that lead to unusable parts and costly remakes.
Vague product descriptions or using generic names instead of manufacturer SKUs, leading to incorrect fabric or hardware orders.
Missing installation notes such as obstructions, window depth, or special mounting conditions that require on-site adjustments.
No documented sign-off for change orders; verbal approvals without an updated form create billing and warranty disputes.

Risks of an Incomplete or Incorrect Order Form

Production Errors: Wrong parts ordered

Installation Delays: Re-scheduling costs

Chargebacks: Customer disputes or returns

Warranty Voidance: Unapproved modifications risk coverage

Regulatory Exposure: HIPAA issues when PHI mishandled

Contract Disputes: Unclear terms block remedies

Real-World Examples of How the Form Is Used

Two anonymized case examples show how the completed form supports production and installation in practice.

Optica Ventures (COO)

A regional installer used a standardized order form to centralize specs for high-volume projects, reducing remakes by 30%

Production used labeled kits per window to streamline assembly
Consolidated records enabled faster billing and clearer warranty handling across 120 installs in six months.

Martin Properties (Founder)

A property management firm digitally captured tenant approval and measurements to schedule installs during turnover, cutting vacancy downtime

Signatures confirmed change orders remotely
The electronic archive supported disputes and improved coordination between leasing and facilities teams.

Comparing eSignature Options for Order Forms

Common vendor features that affect order processing and compliance; signNow is listed first per 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	7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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/yr	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Custom Shades Order Form

Answers to common questions about measurements, digital signatures, returns, and recordkeeping for Custom Shades Order Forms.

Need help? Contact support

How precise must measurements be?
Measure to the nearest 1/8 inch where possible and record inside or outside mount. Inaccurate measurements are a leading cause of remakes and added cost; confirm measurements on-site if in doubt.
Can customers sign the form electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the signature demonstrates intent, consent, attribution, and record retention capability.
Is notarization required for an order form?
Ordinary product order forms do not typically require notarization. If the document includes contracts altering property titles or powers of attorney, notarization or witnesses may be required by state law.
What if the customer requests a paper copy?
Provide a printed copy on request; for consumer-facing records, ESIGN may require a consumer disclosure and ability to receive paper copies as part of consent procedures.
How should change orders be documented?
Record change orders on a revised form or addendum with the customer's signature and an updated schedule or price. Verbal approvals should be converted to signed changes to avoid disputes.
How long should order records be kept?
Retain completed orders for the warranty period plus at least three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention for health-related records.

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