Can a quotation be signed electronically?

Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most U.S. jurisdictions when the signer shows intent, consents to electronic records, attribution is clear, and records are retained.

Do I need notarization for a quotation?

Generally no. Most commercial quotations do not require notarization, but specific procurement rules or state laws can require notarized affidavits or notarized contract signatures for certain project types.

What makes an e-signed quotation enforceable?

To support enforceability, capture signer intent, authentication (email OTP or stronger), a clear acceptance mechanism, and an audit trail that records timestamps, IP addresses, and document versions.

How should sensitive attachments be handled?

Limit access via secure links, redact unnecessary personal data, and ensure any PHI is handled under HIPAA with a Business Associate Agreement if the vendor stores or processes protected health information.

How long should I keep quotations?

Retain executed quotations for the contract term plus a recommended minimum of three years; follow industry-specific retention such as IRS rules (3 years) or HIPAA (6 years) where applicable.

What if the quoted price changes after acceptance?

If the client has valid acceptance, changes should be handled via a written amendment or change order that both parties sign; keep clear records of scope changes and approvals to avoid disputes.

Electronic Signature
Templates
Project Management
Project Management Quotation

Project Management Quotation

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

Project Management Quotation

Project Identification

Project ID Project Title

Client Name: Contact Person:

Client Address

Client Email: Phone:

Service Provider Name: Provider Contact:

Service Provider Address Project Manager (Service Provider)

PM Email: PM Phone:

Quotation Number: Valid Until:

Scope of Work

The Service Provider will perform the project management services described below. The description identifies the work the Service Provider will perform, the approach to governance, and responsibilities of the Client for timely decisions, access, and approvals.

Scope Description Out-of-Scope Items

Deliverables and Acceptance

Each deliverable will be accepted by the Client in writing when it meets the acceptance criteria set forth below or within the acceptance period. If no written rejection is provided within the acceptance period, the deliverable will be deemed accepted.

Deliverable 1 — Description Acceptance Criteria

Planned Delivery Date:

Deliverable 2 — Description Acceptance Criteria

Planned Delivery Date:

Timeline & Milestones

Planned Project Start Date: Planned Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget & Payment

Total Quoted Price:

Payment Schedule

Payment 1 — Description:

Amount: Due:

Payment 2 — Description:

Amount: Due:

Change Order Process

All change orders require written approval from both the Client and Service Provider before work begins.

Terms, Confidentiality & Liability

Payment Terms: Invoices are payable within the number of days specified at invoicing. Late payments shall accrue interest at the lesser of 1.5% per month or the highest rate permitted by law. Taxes: Client is responsible for sales, use, value-added, or other taxes unless Client provides an exemption certificate.

Confidentiality: Each party shall keep confidential all non-public information disclosed in connection with this Quotation. Confidential information shall not be disclosed except to employees, agents, or subcontractors who need the information to perform obligations and who are bound by confidentiality obligations at least as protective as these. Confidentiality obligations survive termination of any subsequent agreement for a period of three years.

Limitation of Liability: Except for willful misconduct or gross negligence, each party's aggregate liability arising from or related to this Quotation shall not exceed the total fees paid under the resulting agreement. In no event shall either party be liable for indirect, incidental, special, or consequential damages.

Acceptance & Governing Law

This Quotation constitutes an offer by the Service Provider. Acceptance by the Client may be communicated in writing and will be effective upon signature by authorized representatives of both parties. Upon acceptance, the terms set forth herein, together with any mutually executed statements of work, shall govern the services. Governing Law: The laws of the state of govern any dispute arising from this Quotation, without regard to conflicts of law principles.

Entire Agreement: This Quotation, when accepted, together with any incorporated attachments or statements of work, constitutes the entire agreement between the parties related to the subject matter and supersedes prior proposals, negotiations, and representations.

Special Instructions / Notes

Client

Printed Name:

By (Signature):

Date:

Service Provider

Printed Name:

By (Signature):

Date:

What a Project Management Quotation Is and when it’s used

A Project Management Quotation is a formal, itemized document that outlines the scope, schedule, deliverables, and estimated cost to plan and manage a discrete project or project phase. It typically lists tasks, milestones, staff or resource rates, assumptions, exclusions, payment terms, and a validity period. Quotations serve as the basis for client approval, comparison across vendors, and later contract formation. A clear quotation reduces ambiguity about responsibilities and makes subsequent contracting, invoicing, and project onboarding more efficient.

Why a clear quotation matters for project outcomes

A well-prepared Project Management Quotation clarifies scope, sets expectations, and reduces the chance of disputes by documenting deliverables, timelines, and costs in a single reference document.

Who typically creates and reviews these quotations

Project managers, procurement teams, and external vendors commonly prepare or request quotations before work begins.

Project Manager — Prepares detailed task lists, resource estimates, and timelines for internal review and client presentation.
Procurement / Sourcing — Compares multiple quotations to select vendors and confirm budget alignment with organizational requirements.
External Vendor / Consultant — Submits itemized pricing, staffing plans, and terms for client approval and contract drafting.

Multiple stakeholders use the quotation during selection, contracting, and project kickoff to ensure alignment on price, scope, and schedule.

Core elements that make a quotation professional and useful

Include concise, standardized sections so recipients can evaluate cost, schedule, and assumptions at a glance.

Scope Summary

Short statement of included services and deliverables plus any explicit exclusions so readers know what the quotation covers and what it does not.

Work Breakdown

Task-level items with estimated hours or units and assigned roles to show how total effort and cost were derived.

Schedule

Key milestones, lead times, and delivery dates that link proposal commitments to the project timeline and acceptance criteria.

Pricing

Line-item pricing, hourly rates, fixed-fee totals, and any reimbursable expenses so the buyer can compare costs transparently.

Terms

Payment schedule, validity period for the quotation, change-order process, and warranty or liability limitations.

Assumptions

Important assumptions and dependencies that materially affect cost or schedule, enabling clearer negotiation and scope control.

Step-by-step: preparing and issuing a quotation

Follow these core steps to prepare a consistent, reviewable quotation that supports fast acceptance and clean contractual handoff.

01

Gather Requirements: Confirm scope, constraints, and client objectives before estimating.
02

Estimate Effort: Build hours, roles, and contingencies into a task-level estimate.
03

Draft Quotation: Assemble scope, schedule, pricing, terms, and assumptions in a standard template.
04

Review and Issue: Have legal or finance review then send to the client with a clear validity period.

How to configure an online quotation workflow

Set up document templates and routing so quotations are generated, approved, and sent consistently across stakeholders.

Field	Configuration
Template Library	Store a master quotation template with locked terms and editable scope sections.
Approval Routing	Define reviewers in sequence: PM → Finance → Legal before sending to client.
Versioning	Enable automatic version numbers and change logs for each revision.
Delivery Method	Choose email with signed PDF attachment or secure signing link for eSignature.

Typical submission and acceptance flow

A predictable flow reduces turnaround time and ensures the quotation becomes enforceable when accepted.

Prepare: Create quotation from template and populate required fields.
Internal Review: Obtain approvals from finance and legal as configured.
Send to Client: Deliver via secure link or signed PDF with acceptance instructions.
Receive Acceptance: Client signs or returns written approval to form a binding agreement.

Digital signing and delivery: technical considerations

Choose a platform that supports secure eSignature, audit trails, and common file formats (PDF, DOCX).

Formats: PDF and DOCX supported for upload and final signed output.
Authentication: Options like email OTP, SMS code, or stronger ID verification for signer attribution.
Integrations: Ability to connect with CRM, ERP, or cloud storage for template and record synchronization.

Ensure the selected solution captures an audit trail (timestamps, IP, signer email) and meets any industry compliance needs before relying on e-signed quotations.

Common timing and validity items to include

Explicit timing terms prevent misunderstandings about how long prices are valid and when work will begin.

Quotation Validity:

Specify how long prices remain firm, e.g., 30 days from Effective Date.

Acceptance Deadline:

State the final date the client may accept to lock terms and schedule.

Project Start:

Define earliest start date once acceptance and payment milestones are met.

Milestone Dates:

List approximate delivery or review dates tied to payments or approvals.

Payment Terms:

Indicate invoicing schedule and due dates (Net 30, milestone billing, retainers).

Key milestones from quotation to project kickoff

Sequence the principal stages so all parties see the critical path from approval to work start.

01

Quotation Issued

Client receives the formal quotation with detailed pricing and terms.

02

Client Acceptance

Signed acceptance or written confirmation converts the quotation into an agreement.

03

Initial Invoice

Supplier issues initial invoice or retainer per agreed payment terms.

04

Project Kickoff

Team mobilizes and initial deliverables or planning sessions begin.

Common preparation mistakes to avoid

Underestimating contingencies and leaving scope ambiguous, which leads to frequent change orders and disputes.
Failing to document key assumptions or dependencies, causing misaligned expectations between client and provider.
Using inconsistent rate tables or outdated pricing, which complicates comparisons and approval by procurement.
Not specifying acceptance criteria or deliverable definitions, increasing the risk of rejection or rework.

Risks and potential penalties from incorrect quotations

Lost Business: Incorrect pricing may cause lost contracts or reputational damage.

Cost Overruns: Underpricing shifts cost burden to provider or erodes margin.

Contract Disputes: Unclear scope can trigger disputes and delay payment.

Invoice Rejection: Mismatched quotation and invoice details may delay payments.

Compliance Risk: Failure to meet procurement or industry rules can lead to corrective actions.

Data Exposure: Poor document controls risk unauthorized access to pricing or client information.

Comparison: signNow and alternative eSignature options for handling quotations

Pricing and capability highlights help evaluate vendors for secure eSigning and document workflows; review vendor plans for plan-specific limits and features.

	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	Yes	Yes	Yes	Yes
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 by plan	Varies by plan	Varies by plan

Frequently asked questions about Project Management Quotations

Answers to common practical and legal questions about creating, sending, and enforcing quotations for projects.

Need help? Contact support

Can a quotation be signed electronically?
Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most U.S. jurisdictions when the signer shows intent, consents to electronic records, attribution is clear, and records are retained.
Do I need notarization for a quotation?
Generally no. Most commercial quotations do not require notarization, but specific procurement rules or state laws can require notarized affidavits or notarized contract signatures for certain project types.
What makes an e-signed quotation enforceable?
To support enforceability, capture signer intent, authentication (email OTP or stronger), a clear acceptance mechanism, and an audit trail that records timestamps, IP addresses, and document versions.
How should sensitive attachments be handled?
Limit access via secure links, redact unnecessary personal data, and ensure any PHI is handled under HIPAA with a Business Associate Agreement if the vendor stores or processes protected health information.
How long should I keep quotations?
Retain executed quotations for the contract term plus a recommended minimum of three years; follow industry-specific retention such as IRS rules (3 years) or HIPAA (6 years) where applicable.
What if the quoted price changes after acceptance?
If the client has valid acceptance, changes should be handled via a written amendment or change order that both parties sign; keep clear records of scope changes and approvals to avoid disputes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now