Can this form be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are present.

Do vendors ever require notarization?

Not typically for standard print quotes. Notarization may be requested only for public procurement or contract execution; follow the procuring agency's rules if applicable.

What if a vendor returns a partial or unclear quote?

Request clarification and require a revised quote before award. Track version dates to avoid accepting an earlier incomplete estimate.

How long should I keep quotes?

Keep quotes through the active project term and for at least 3 years afterward; longer retention may be required for tax, contractual, or HIPAA reasons.

Can I withdraw a request after sending?

Yes; notify recipients in writing. If a quote becomes part of a signed agreement, consult procurement policy and legal counsel before revoking.

How should signed quotes be stored?

Store signed documents in a secure, access-controlled system that preserves an audit trail; ensure records can be reproduced for audits and legal review.

Electronic Signature
Templates
Finance
Print Quote Request Form

Print Quote Request Form

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

What a Print Quote Request Form Is

A Print Quote Request Form is a standardized document used to collect the technical details a print vendor needs to prepare an estimate. It typically lists project identifiers, itemized specifications (size, paper stock, color, finishing), quantities, delivery and proofing requirements, and billing or shipping information. Organizations use it to reduce back-and-forth, ensure comparable vendor responses, and create a permanent record of the requested scope for procurement, budgeting, and contract negotiation purposes.

Why standardizing print quote requests matters

Using a consistent Print Quote Request Form reduces errors, speeds vendor comparisons, and documents scope and approvals for procurement records and audits.

Who typically completes or receives this form

The form is used by staff who manage print projects and by vendors who prepare cost estimates.

Procurement and purchasing teams who consolidate vendor quotes and manage purchase approvals.
Marketing or creative teams that supply print-ready assets and specify design/finish requirements.
Facilities or operations staff arranging signage, large-format prints, or recurring print services.

Signers and reviewers vary by organization size; ensure the person completing the form has authority to confirm specifications and budgets.

Core components of a professional Print Quote Request Form

A clear, well-structured form reduces clarification cycles and helps vendors produce accurate, comparable quotes.

Project ID

Unique identifier, project name, and purchase order number so quotes can be tracked and matched to internal approvals.

Specifications

Exact print requirements: trim size, bleed, color process (CMYK/PMS), paper weight, coating, and finishing instructions like binding or lamination.

Quantities

Quantity per SKU and any tiered quantities for bulk pricing or variants. Include expected reorder frequency if applicable.

Materials & Proofs

Specify paper brand/grade, color matches, digital or press proofs required, and whether physical samples must be supplied.

Schedule

Required proof dates, print run start, delivery deadlines, and acceptable delivery windows with rush options noted.

Budget & Approval

Estimated budget or budget code, approver name and contact, and any payment terms that will affect vendor pricing.

Step-by-step: completing and sending a print quote request

Follow these steps to create a complete request that vendors can price without follow-up.

01

Gather materials: Collect artwork, proofs, and any regulatory or branding specs.
02

Fill the form: Enter project details, specs, quantities, and delivery requirements.
03

Attach files: Upload print-ready PDFs and reference images with version names.
04

Distribute to vendors: Send to selected vendors and note the quote submission deadline.

Configuring an online workflow for quote requests

Set your digital workflow so each request follows the same approval and distribution path without manual steps.

Field	Configuration
Authentication	Email verification plus optional SMS code for vendor confirmations
Template	Save the form as a reusable template with locked specification fields
Conditional fields	Show variant-specific inputs only when a checkbox or dropdown indicates them
Notifications	Automatic emails to procurement, requestor, and approver on submission

Technical considerations for digital submission and signing

Choose a platform that supports your file formats, integrations, and authentication requirements.

Integrations: Salesforce, Microsoft 365, Google Workspace, NetSuite
Supported formats: PDF, DOCX, and high-resolution image files
Authentication options: Email link, SMS code, or stronger verification

Ensure the chosen tool preserves attachments and audit logs, supports conditional fields for variants, and can store signed records for your retention policy.

Where to send completed Print Quote Request Forms

Determine recipients and filing locations before distribution so vendors and internal teams know where to return quotes and where records are stored.

Selected vendors: Email or portal submission to the approved vendor list
Procurement inbox: Central procurement mailbox for quote consolidation
Project folder: Save a copy to the project repository or cloud storage
Accounting: Forward accepted quotes to accounts payable for PO issuance

Common timelines and expected response windows

Typical timeframes clarify vendor expectations and help you plan approval and production milestones.

Vendor response window:

3–10 business days depending on scope and complexity

Quote validity period:

Often 30 days; confirm with the vendor in the form

Proofing and approval:

Allow 2–5 business days for proofs and internal sign-off

Lead time to print:

Standard runs typically 5–15 business days after approval

Rush scheduling:

Shorter lead times usually incur premium charges

Common mistakes to avoid when preparing requests

Providing incomplete specifications that force vendors to assume details and inflate prices.
Requesting incorrect quantities or failing to list variants, which causes inconsistent quotes.
Sending low-resolution or unprintable artwork that requires vendor intervention and delays.
Not specifying delivery requirements or freight terms, leading to unexpected shipping costs.

Potential consequences of incorrect or incomplete requests

Cost overruns: Unexpected additional charges

Delivery delays: Missed project deadlines

Invalid quotes: Non-comparable vendor estimates

Invoice disputes: Longer reconciliation cycles

Rush premiums: Higher fees for expedited work

Contract risk: Disputes over scope and acceptance

Typical eSignature vendor pricing and capability snapshot

eSignature platforms vary by price model and features. The table highlights starting prices and key capability differences relevant to sending and signing quote requests electronically.

	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	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Print Quote Request Forms

Answers to common issues when creating, sending, or storing print quote requests, with practical guidance for typical U.S. workflows.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are present.
Do vendors ever require notarization?
Not typically for standard print quotes. Notarization may be requested only for public procurement or contract execution; follow the procuring agency's rules if applicable.
What if a vendor returns a partial or unclear quote?
Request clarification and require a revised quote before award. Track version dates to avoid accepting an earlier incomplete estimate.
How long should I keep quotes?
Keep quotes through the active project term and for at least 3 years afterward; longer retention may be required for tax, contractual, or HIPAA reasons.
Can I withdraw a request after sending?
Yes; notify recipients in writing. If a quote becomes part of a signed agreement, consult procurement policy and legal counsel before revoking.
How should signed quotes be stored?
Store signed documents in a secure, access-controlled system that preserves an audit trail; ensure records can be reproduced for audits and legal review.

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