Is an electronic signature valid for a price change?

Yes. Electronic signatures are generally valid under federal and state e‑signature laws when intent, consent, attribution, and record retention are demonstrable; ensure consumer disclosure where required.

Who can sign a price change request?

Only persons with delegated authority per your corporate approval matrix should sign. Verify signer authority against role definitions and approval thresholds to avoid disputes.

When is notarization required?

Notarization is uncommon for routine price changes. Check contract terms or state law; if a specific amendment requires notarization, follow the state notary process.

How do I correct an error after submission?

Submit a new request marked 'amendment' or 'cancellation and replacement' depending on policy, obtain fresh approvals, and retain both versions for audit purposes.

Can I use a template for recurring price adjustments?

Yes. Use a template with conditional fields for common scenarios, but ensure each instance captures the specific effective date, approvers, and supporting evidence.

What formats are accepted for attachments?

PDF and DOCX are the most widely supported. For evidence such as spreadsheets or invoices, include a PDF copy to preserve formatting and ensure long-term readability.

Electronic Signature
Templates
Miscellaneous
Price Change Request Form

Price Change Request Form

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

PRICE CHANGE REQUEST FORM

RECITALS

WHEREAS, Supplier Name: provides goods and/or services to Client Name: under certain existing agreements; and

WHEREAS, Supplier and Client (each a "Party" and together the "Parties") desire to document a proposed adjustment to the pricing for specified goods or services and to establish the effective date, payment treatment, and other administrative terms governing such change; and

WHEREAS, the Parties intend that this Price Change Request, once executed by authorized representatives of each Party, shall memorialize the agreed price adjustment and operate in accordance with the applicable Master Agreement or, if no Master Agreement exists, as a standalone amendment between the Parties.

REQUEST SUMMARY

Effective Date of Price Change Reason for Price Change

ITEMIZED PRICE ADJUSTMENTS

Item 1 Description:

Current Price: Proposed Price:

Item 2 Description:

Current Price: Proposed Price:

Item 3 Description:

Current Price: Proposed Price:

SCOPE OF CHANGE

Scope (affected products, services, SKUs, accounts)

PAYMENT TERMS

Total Current Amount: Total Proposed Amount:

Payment Schedule / Invoicing Instructions

Late Payment Fee (if applicable):

TERM AND TERMINATION

Start Date: End Date (if any):

Termination Notice Required (days):

If the Parties are governed by an existing agreement, this Price Change shall be effective only to the extent permitted by that agreement. In the absence of a controlling agreement, this Price Change may be terminated by either Party upon written notice delivered in accordance with the notice provision below.

CONFIDENTIALITY

The Parties agree that non-public pricing, cost, margin, discount, or other commercially sensitive information disclosed in connection with this Price Change Request shall be treated as Confidential Information. Each Party shall protect Confidential Information with at least the same degree of care that it uses to protect its own confidential information, but in no event less than reasonable care.

Confidential Treatment Requested: Yes

GOVERNING LAW; ENTIRE AGREEMENT

Governing Law State:

This Price Change Request, together with any referenced Master Agreement and any incorporated Schedules, constitutes the entire agreement between the Parties relating to the subject matter hereof and supersedes all prior or contemporaneous understandings, representations, and negotiations.

NOTICES AND ADMINISTRATIVE CONTACTS

Supplier Contact for Implementation Client Contact for Implementation

CERTIFICATION

By signing below, the undersigned represent and warrant that they are duly authorized to submit and approve this Price Change Request on behalf of their respective Party and that the information provided herein is accurate and complete to the best of their knowledge. The Parties acknowledge that execution of this form binds them to the terms set forth above.

Requester (Supplier) — Print Name:

By:

Date:

Approver (Client) — Print Name:

By:

Date:

What the Price Change Request Form Is and When It’s Used

A Price Change Request Form is a written record used to propose, document, and authorize changes to the price of goods or services between parties. It captures the requester, the current and proposed price, effective dates, justification, and required approvals. Organizations use this form to create an auditable trail for accounting, sales, procurement, and customer-notice obligations. The form can be executed on paper or electronically and is typically incorporated into contract amendment workflows or order-management systems to ensure consistent handling of pricing changes.

Why a Structured Price Change Request Matters

Using a formal Price Change Request Form standardizes approvals, reduces billing disputes, and creates an audit trail for finance and compliance teams. A clear form documents authority, timing, and rationale so operations, customers, and auditors can verify the change without ambiguity.

Who Typically Prepares and Approves These Requests

Common users complete or approve price change requests as part of sales, procurement, finance, or vendor management workflows.

Sales representatives initiating customer-facing price adjustments subject to contract terms and discount policies.
Procurement or vendor managers requesting supplier price updates tied to purchase orders and replenishment forecasts.
Finance controllers or billing teams reviewing price changes for revenue recognition and invoice accuracy.

Each organization sets approval thresholds and routing based on role, dollar amount, and customer contract terms.

Step-by-Step: Submitting a Price Change Request

Follow these sequential steps to prepare, submit, and track a price change so approvals and billing updates occur without interruption.

01

Prepare Request: Complete required fields and attach supporting cost or market data.
02

Route for Approval: Send to the defined approvers based on monetary thresholds.
03

Execute Authorization: Authorized signers or eSign complete the approval block.
04

Update Systems: Apply approved pricing to ERP, billing, and customer records.

Typical Processing Flow for Electronic Price Change Requests

A streamlined workflow reduces manual handoffs and creates an auditable record from submission through system update.

Upload Form: Submit completed form to the approval system or eSignature platform.
Assign Approver: System routes to approver based on amount and role.
Sign Electronically: Authorized parties eSign to validate intent and attribution.
Archive & Sync: Signed form is archived and ERP or CRM is updated.

Configuration Settings for Online Price Change Workflows

Common setup options control authentication, routing, notifications, and retention for electronic submission workflows.

Field	Configuration
Authentication Method	Email link, SMS code, or stronger multi-factor authentication
Routing Order	Sequential or parallel approver routing based on thresholds
Notifications	Email and optional SMS reminders for pending approvals
Retention Policy	Auto-archive period and access controls for signed records

Technical and Platform Considerations for Electronic Submission

Ensure the chosen solution meets your internal IT, legal, and compliance requirements before full deployment.

File Formats: PDF and DOCX widely supported for templates and signatures
Integrations: CRM and ERP integrations for automatic price updates
Security: TLS in transit and AES-256 at rest

Essential Sections to Include on a Professional Price Change Request Form

A complete form ensures approvers have the context and evidence needed to approve or deny a pricing change without additional back-and-forth.

Requester Details

Contact information and department so approvers can verify authority and request follow-up information if needed.

Contract Reference

Include existing contract or order number to ensure the change maps to the correct legal agreement.

Price Comparison

Show current price, proposed price, percentage change, and unit of measure to avoid calculation errors.

Justification

Provide clear reasons, supporting documents, or market data that justify the requested change for auditability.

Approval Matrix

List required approvers and thresholds; indicate whether approvals are sequential or concurrent.

Signature Block

Designate who may sign, include date fields, and note whether eSign or physical signature is allowed.

Required Information Typically Captured

Requestor: Full legal name

Party: Customer or supplier name

Current Price: Numeric amount

New Price: Numeric amount

Effective Date: MM/DD/YYYY

Approval Status: Pending/Approved/Denied

Common Risks and Consequences of Incorrect Requests

Contract Breach: Potential liability

Billing Errors: Incorrect invoices

Revenue Impact: Misstated revenue

Customer Disputes: Refunds or credits

Regulatory Risk: Consumer protection notices

Audit Findings: Noncompliance flags

Frequent Mistakes to Avoid When Preparing a Price Change Request

Submitting changes without referencing the underlying contract or order number leads to processing delays and misunderstandings.
Failing to include a clear effective date or using ambiguous language such as 'immediately' creates billing disputes with customers and accounting teams.
Not attaching supporting documentation like vendor notices, cost analyses, or market data reduces the chance of timely approval.
Routing to incorrect approvers or skipping required thresholds causes rework and can invalidate approvals during internal or external audits.

Typical Timing and Processing Expectations

Establish internal SLAs and customer notice windows so pricing updates occur predictably and invoices reflect approved changes.

Internal SLA:

Approval within 3–5 business days for routine requests

Customer Notice Period:

Commonly 30 days for changes affecting recurring billing

System Update:

ERP/CRM changes applied on next billing cycle or at effective date

Accounting Cutoff:

Month-end runs may lock pricing changes until next close

Record Retention:

Keep signed requests according to company policy and legal requirements

eSignature Pricing and Capability Snapshot for Price Change Workflows

Comparison focuses on starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope caps to inform platform selection for price-change processes.

	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	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 Price Change Request Forms

Answers to common questions about validity, signing authority, electronic submission, notarization, correction, and recordkeeping for price change requests.

Need help? Contact support

Is an electronic signature valid for a price change?
Yes. Electronic signatures are generally valid under federal and state e‑signature laws when intent, consent, attribution, and record retention are demonstrable; ensure consumer disclosure where required.
Who can sign a price change request?
Only persons with delegated authority per your corporate approval matrix should sign. Verify signer authority against role definitions and approval thresholds to avoid disputes.
When is notarization required?
Notarization is uncommon for routine price changes. Check contract terms or state law; if a specific amendment requires notarization, follow the state notary process.
How do I correct an error after submission?
Submit a new request marked 'amendment' or 'cancellation and replacement' depending on policy, obtain fresh approvals, and retain both versions for audit purposes.
Can I use a template for recurring price adjustments?
Yes. Use a template with conditional fields for common scenarios, but ensure each instance captures the specific effective date, approvers, and supporting evidence.
What formats are accepted for attachments?
PDF and DOCX are the most widely supported. For evidence such as spreadsheets or invoices, include a PDF copy to preserve formatting and ensure long-term readability.

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