Can a Product Request Form be electronically signed?

Yes. Electronic signatures have legal effect under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are present.

Do certain requests need notarization or witnesses?

Most internal procurement requests do not require notarization, but agreements that convey property or create legal obligations may; verify state rules when notarization is claimed.

What if an approver's email changes?

Update the approver role in the workflow, resubmit if necessary, and preserve the original audit trail; changing approvers after approval can create gaps in documentation.

How do I correct a submitted form?

If the form is still pending, request that the approver returns it for revision; if already approved and a PO issued, create a change request or amendment with clear linkage to the original.

Is a scanned signature valid?

A scanned image placed on a PDF can be valid when accompanied by an audit trail that records signer identity, timestamp, and intent; stronger authentication may be required for regulated industries.

When must I obtain consumer consent for electronic records?

Consumer-facing transactions may require a disclosure and affirmative consent under ESIGN (15 U.S.C. §7001(c)); follow those steps before relying solely on electronic delivery.

Product Request Form

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

PRODUCT REQUEST FORM

Parties and Request Identification

Requesting Party / Client Name Requesting Party Contact (Name, Title) Requesting Party Address Supplier / Provider Name Provider Contact (Name, Title)

Request Number: | Date of Request: | Priority: Urgent Standard

WHEREAS

WHEREAS, Requesting Party desires to procure certain products and related services as described in this Product Request Form; and

WHEREAS, Provider represents that it is able to supply the requested products under the terms set forth below; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree that Provider shall supply, and Requesting Party shall procure, the products described in Section "Product Details" under the terms and conditions of this document.

Product Details / Itemized Request

Provide a detailed description for each product. Unit prices must be stated in the currency agreed by both parties. Attach additional pages if necessary.

Item 1 — Description

Item 2 — Description

Additional Items / Attachments

Scope of Work

Define the scope, delivery obligations, packaging, labeling, inspection rights, and any installation or support services to be provided. Provider shall perform in accordance with industry standards and any specifications provided by Requesting Party.

Scope of Work Details

Payment Terms

Total Estimated Price:

Payment Schedule / Milestones

Late Payment Fee: A late fee of per month (or the maximum permitted by law) will be applied to unpaid balances thirty (30) days past due.

Term and Termination

This Product Request and the obligations herein commence on and, unless earlier terminated, shall expire on .

Either party may terminate for cause upon written notice if the other party materially breaches any obligation and fails to cure such breach within days after receipt of written notice. Upon termination, Requesting Party shall pay Provider for all conforming goods delivered and accepted and services rendered to the date of termination.

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other party in connection with this request that is designated confidential or that reasonably should be understood to be confidential. Confidential information shall not be used except to perform obligations under this Agreement and shall not be disclosed to third parties except as permitted by this Agreement or required by law.

Mark the applicable confidentiality designation for this request: Confidential Not Confidential

Warranties and Inspection

Provider warrants that all products supplied will conform to the specifications set forth in this Request and will be free from defects in materials and workmanship for a period stated in writing or, if none, for a period of ninety (90) days from delivery. Requesting Party shall have the right to inspect and reject nonconforming goods in accordance with mutually agreed acceptance processes.

Governing Law

This Product Request Form 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 laws principles.

Entire Agreement

This document, together with any attachments or exhibits expressly incorporated herein, constitutes the entire agreement between the Parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, or communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both Parties.

Notices

All notices required or permitted under this Product Request Form shall be in writing and delivered to the contact information listed above or to such other address as a party designates by notice in accordance with this section.

Signatures

Requesting Party (Client):

Printed Name:

By (Signature):

Date:

Provider (Supplier):

Printed Name:

By (Signature):

Date:

What the Product Request Form Is and when it's used

A Product Request Form is a standardized procurement document used to request purchase, replacement, or provisioning of goods and equipment within an organization. It captures requester identity, product identifiers (SKU or model), quantity, budget code, justification, and required delivery dates so procurement and finance teams can evaluate, obtain quotes, and approve purchases. When submitted electronically, the form becomes part of a documented approval workflow and audit trail, supporting internal controls and recordkeeping for audits, vendor onboarding, and budget reconciliation.

Why completing a clear Product Request Form matters

A fully completed form reduces procurement delays, avoids incorrect orders, and creates a verifiable audit trail for approvals and payments. Clear fields make it easier to match invoices to orders and support compliance with internal purchasing policies and external audits.

Who typically fills out and approves Product Request Forms

Common participants include requesters in operations or departments, managers who approve spend, procurement staff who evaluate vendors, and finance teams that code and pay invoices.

Requesters (department staff) — Submit item details, justification, preferred vendor, and delivery dates; ensure accuracy to avoid rework.
Approving managers — Confirm budget availability and business need; provide timely approvals to meet procurement lead times.
Procurement and finance teams — Validate specs, obtain competitive quotes, issue purchase orders, and match invoices for payment.

Roles vary by organization size; large enterprises often add vendor managers, procurement specialists, and compliance reviewers into the routing chain.

Key sections to include on a professional Product Request Form

A well-structured form groups required data into clear sections so approvers can act quickly and systems can enforce policy. Use standardized fields and attachments for consistency.

Requester Info

Name, department, contact phone/email, and cost center so procurement and finance can verify authorization and code the expense correctly.

Product Details

Exact product name, manufacturer, SKU or part number, model, and any configuration options to ensure ordered items match requirements and reduce returns.

Quantity & Price

Requested quantity, unit price or estimated cost, extended total, and pricing source (quote or catalog) to support budget checks and vendor selection.

Business Justification

Purpose, project or ticket reference, and urgency level so approvers can prioritize and document business need for audit purposes.

Approvals

Ordered approval chain with role-based signers, dates, and any conditional approvals for high-value or restricted items.

Attachments

Vendor quotes, technical specifications, vendor W-9 or certificates, and approvals for special sourcing or capital spend.

Step-by-step: how to submit a Product Request Form

Follow these steps to create, route, and record a request so procurement can act without manual follow-up.

01

Prepare request: Complete all required fields and attach vendor quotes or specs before saving as draft.
02

Submit for approval: Route to your manager or cost-center approver for review and electronic approval.
03

Procurement review: Procurement verifies pricing, sources competing quotes, and confirms lead times.
04

Issue PO: Finance or procurement issues a purchase order and records it against the original request.

Configuring an online Product Request workflow

Standardize routing, conditional fields, and integrations to automate approvals and reduce manual handoffs.

Field	Configuration
Approval Routing	Add role-based approvers and conditional escalation for amounts above threshold.
Conditional Fields	Show vendor selection only for approved categories to simplify requester experience.
Attachments Required	Make vendor quote PDF mandatory for purchases above approval threshold.
ERP Integration	Post approved requests to ERP or P2P system for PO generation and ledger coding.

Where completed Product Request Forms are sent and processed

A clear submission path ensures requests reach procurement, the approver chain, and finance with an audit trail.

Submit: Form is sent to configured approver list and procurement queue immediately.
Manager Approval: Assigned manager reviews justification and budget coding, then approves or returns.
Procurement Action: Procurement sources vendor quotes, confirms specs, and recommends award.
PO and Record: PO issued and the signed request is archived with audit metadata.

Digital submission and signing requirements for electronic Product Request Forms

Ensure the platform supports conditional fields, role-based routing, and integrations with ERP or procurement systems.

Integrations: Salesforce, NetSuite, Microsoft 365, and Google Workspace are commonly required.
File Formats: PDF and DOCX support is necessary for quotes and specs.
Authentication: Email verification and optional multi-factor authentication for approvers.

Choose a platform that preserves audit trails and exportable signed records for accounting and audit purposes.

Timing rules and typical internal deadlines for requests

Define clear internal deadlines to avoid procurement bottlenecks and ensure timely fulfillment.

Request submission window:

Submit at least 10 business days before required delivery for standard items.

Manager response time:

Approvers should respond within 3 business days to prevent delays.

Procurement review period:

Procurement typically needs 5–10 business days to source quotes.

PO issuance:

Purchase orders are usually issued within 2 business days after approval.

Rush orders:

Expedited procurement requires documented justification and higher approval thresholds.

Common mistakes that slow procurement

Incomplete product identifiers or vague descriptions force procurement to request clarification and delay ordering by multiple days.
Missing or inconsistent cost center codes lead to misallocated expenses and late invoice processing with additional accounting work.
Attaching low-quality quotes or missing vendor contact information prevents procurement from validating pricing and lead time promptly.
Using informal approvals (email threads) instead of an auditable approval path undermines internal controls and complicates audits.

Risks and consequences of incorrect or missing information

Order Delays: Procurement stalled

Incorrect Deliveries: Wrong items received

Payment Errors: Duplicate or wrong payments

Audit Findings: Control deficiencies

Compliance Exposure: Policy violations

Vendor Disputes: Contractual issues

Essential data fields to capture for compliance and auditability

Requester Name: Full legal name

Department: Cost center or department code

Product SKU: Manufacturer SKU or part number

Quantity: Units and UOM

Approval Chain: Named approvers and dates

Attachments: Quotes and spec PDFs

Selected eSignature vendor comparison for signing Product Request Forms

Common criteria include starting price, trial availability, bulk-send capability, audit trails, HIPAA support, and envelope or session caps.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Product Request Forms and e-signing

Answers to common issues encountered when preparing, submitting, or signing Product Request Forms electronically.

Need help? Contact support

Can a Product Request Form be electronically signed?
Yes. Electronic signatures have legal effect under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are present.
Do certain requests need notarization or witnesses?
Most internal procurement requests do not require notarization, but agreements that convey property or create legal obligations may; verify state rules when notarization is claimed.
What if an approver's email changes?
Update the approver role in the workflow, resubmit if necessary, and preserve the original audit trail; changing approvers after approval can create gaps in documentation.
How do I correct a submitted form?
If the form is still pending, request that the approver returns it for revision; if already approved and a PO issued, create a change request or amendment with clear linkage to the original.
Is a scanned signature valid?
A scanned image placed on a PDF can be valid when accompanied by an audit trail that records signer identity, timestamp, and intent; stronger authentication may be required for regulated industries.
When must I obtain consumer consent for electronic records?
Consumer-facing transactions may require a disclosure and affirmative consent under ESIGN (15 U.S.C. §7001(c)); follow those steps before relying solely on electronic delivery.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now