Can a quotation be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and record retention to satisfy legal validity.

Do quotations need to be notarized?

Most commercial quotations do not require notarization. Notarization or witness requirements apply only in limited jurisdictions or for particular instruments; confirm local rules before adding notarization.

What happens if the client requests changes?

Document revisions as an amended quotation or change order. Include version numbers and dates; obtain a new signature for material changes to preserve enforceability.

Can I cancel or revoke a quotation after sending?

You may revoke an outstanding quotation before client acceptance, subject to any stated validity period and local contract rules. Document revocation in writing and retain proof of delivery.

Who must sign to bind the client?

An authorized signatory with authority to bind the purchasing organization must sign. Request the signer’s title and verify authority if doubt exists.

How should I store signed quotations securely?

Retain signed records in a secure system with access controls and an audit trail. Follow federal and industry retention requirements such as IRS retention and, for health data, HIPAA retention rules.

Electronic Signature
Templates
Miscellaneous
Project Quotation Template

Project Quotation Template

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

PROJECT QUOTATION TEMPLATE

This Project Quotation Agreement (the "Quotation") is made effective as of by and between Service Provider Name: and Client Name: .

WHEREAS

WHEREAS, Service Provider represents that it has the necessary expertise, personnel and resources to perform the services described in this Quotation; and

WHEREAS, Client desires to engage Service Provider to perform the project described below under the terms and conditions set forth in this Quotation; and

WHEREAS, the parties intend that this Quotation, when accepted by Client, will constitute a binding agreement allocating rights and responsibilities for the delivery of the services and payment therefor.

PROJECT IDENTIFICATION

Project Title Project Location / Address

SCOPE OF WORK

The Service Provider shall provide the services described in this Scope of Work in accordance with the schedule and deliverables set forth below. The Scope of Work shall include reasonable changes within the original specifications; any material changes shall be handled pursuant to the Change Order procedure described herein.

ITEMIZED QUOTATION

The following table sets forth the itemized services, quantities, unit prices and line totals. All amounts are in the currency indicated by the parties at acceptance.

Description	Quantity	Unit Price	Line Total

Subtotal Taxes / Other Total Quotation Amount

PAYMENT TERMS

Client shall pay Service Provider the Total Quotation Amount in accordance with the following payment schedule and conditions. All payments are due in cleared funds within the specified period. Failure to timely pay shall constitute a default.

Deposit (if any) — Percentage Deposit Amount Balance Due (terms) Late Payment Penalty Payment Instructions / Notes

TERM AND TERMINATION

This Quotation commences on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Quotation for convenience upon providing written notice to the other party at least days prior to the proposed termination date. Termination for material breach may be effected immediately by the non-breaching party if the breaching party fails to cure within a commercially reasonable time after written notice.

CONFIDENTIALITY

Each party (the "Receiving Party") shall hold in confidence and not disclose to any third party any Confidential Information of the other party (the "Disclosing Party") disclosed in connection with this Quotation. "Confidential Information" means non-public business, technical, financial and other information designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.

The Receiving Party shall: (a) use the Confidential Information solely to perform its obligations under this Quotation; (b) restrict disclosure to employees, contractors and advisors who need to know and are bound by confidentiality obligations; and (c) employ reasonable measures to protect the confidentiality of the Confidential Information. Confidential Information excludes information that is: (i) generally available to the public through no fault of the Receiving Party; (ii) rightfully received from a third party without restriction; or (iii) independently developed without use of the Disclosing Party's Confidential Information.

Confidentiality Duration

GOVERNING LAW

This Quotation shall be governed by and construed in accordance with the laws of the jurisdiction indicated below, without regard to its conflict of laws principles.

Governing Jurisdiction

ENTIRE AGREEMENT

This Quotation, including the Scope of Work, pricing schedule and any executed change orders or attachments, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous proposals, negotiations, representations and agreements, whether written or oral. Any amendment or modification of this Quotation must be in writing and signed by authorized representatives of both parties.

ACKNOWLEDGEMENT AND ACCEPTANCE

By signing below, Client acknowledges receipt of this Quotation, accepts the Scope of Work and Payment Terms, and authorizes Service Provider to proceed in accordance with the terms set forth herein. Acceptance of this Quotation creates a binding agreement between the parties.

Service Provider Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Project Quotation Template Is and When to Use It

A Project Quotation Template is a standardized document used to present a proposed scope of work, itemized pricing, schedule, payment terms, and conditions to a prospective client before a formal contract. It creates a clear offer that the client can accept, request changes to, or use for internal approvals. Well-structured quotations reduce misunderstandings about deliverables and costs, provide an auditable record for negotiations, and serve as the basis for invoicing and contractual agreements once accepted and signed by authorized parties.

Why a Clear Quotation Matters for Projects

A concise quotation clarifies scope, cost, and timelines, helping both parties align expectations. It protects providers from scope creep and supports faster decision-making by clients.

Who Typically Prepares and Receives Project Quotations

The recipient is usually an authorized purchasing agent, project manager, or client contact who reviews, negotiates, and accepts the quotation before work begins.

Contractors and subcontractors preparing bids for construction, renovation, or installation projects.
Professional services firms (consultants, designers, engineers) offering scoped engagements or retainers.
Vendors and suppliers providing goods or bundled services tied to a specific project.

Essential Elements to Include in a Professional Quotation

A professional Project Quotation Template groups critical information so clients can quickly assess the offer. Each component reduces ambiguity and supports enforceability when the quotation is accepted and signed.

Header

Company and client names, quotation number, issue date, and contact details so the document is uniquely identifiable and traceable.

Scope

Clear, itemized description of tasks, deliverables, exclusions, and any assumptions that limit expectations and define responsibilities.

Pricing

Line-item costs, unit rates, quantities, taxes, and a total price. State whether estimates are fixed, time-and-materials, or provisional.

Schedule

Start and completion dates, key milestones, and lead times for materials or approvals that affect the project timeline.

Terms

Payment schedule, late fees, warranty or service commitments, cancellation policy, and dispute resolution provisions.

Acceptance

Signature, printed name, title, and date fields for authorized signers to convert the quotation into a binding acceptance or contract.

Step-by-Step: Creating and Issuing a Quotation

Follow these sequential steps to prepare, review, and send a project quotation that’s ready for client acceptance.

01

Prepare Template: Select or populate the standard quotation template with company and client details.
02

Calculate Costs: Compile material, labor, overhead, margin, and applicable taxes to produce an itemized total.
03

Review Terms: Confirm payment, schedule, warranties, exclusions, and any required approvals or permits.
04

Send to Client: Deliver the quotation via the chosen distribution channel and request acceptance or signature.

Typical Processing Flow from Quote to Accepted Order

A consistent routing flow reduces delays and ensures each party sees the same terms before work starts.

Create Document: Populate the quotation template and attach scope exhibits as needed.
Assign Roles: Add reviewer, approver, and signer roles to the document workflow.
Deliver for Signature: Send via email link, secure portal, or integration with the client’s procurement system.
Archive Records: Store signed quotation and audit trail in your document management system for compliance.

Digital Workflow Settings to Configure

Configure these workflow elements when automating quotations to ensure reliable routing and auditability.

Field	Configuration
Template Name	Project Quotation Template v1
Recipient Roles	Client Reviewer \| Client Signer \| Internal Approver
Authentication	Email verification or SMS code
Reminders	Auto-remind at 3 and 7 days after delivery

Technical Considerations for eSigning and eSubmission

Select settings that preserve an audit trail and match any industry-specific compliance requirements in your sector.

File Formats: PDF or DOCX recommended
Integrations: CRM and cloud storage compatible
Authentication: Email, SMS, or two-factor

Common Timeframes and Validity Terms in Quotations

Quotations often include explicit validity windows and deadlines tied to pricing, availability, and start dates.

Quotation Validity:

Commonly 30 days; shorter windows protect against cost increases

Client Response:

Specify due date for acceptance to reserve pricing and schedule

Project Start:

Project commencement linked to signed acceptance and deposit receipt

Payment Due:

State invoice terms (e.g., Net 30) and deposit schedule

Record Retention:

Keep signed quotations per your retention policy and regulatory requirements

Key Milestones from Quote to Work Start

Track these stages to monitor progress and trigger downstream actions such as ordering materials.

01

Issue Quotation

Quotation sent to client for review and approval.

02

Client Acceptance

Signed acceptance or purchase order received; deposit invoiced.

03

Internal Kickoff

Schedule resources and confirm procurement lead times.

04

Work Commencement

On-site or remote work begins per agreed start date.

Common Preparation Errors to Avoid

Vague scope descriptions that create differing expectations and later disputes over deliverables and cost.
Omitting taxes, shipping, or permit fees which leads to surprise invoices and client dissatisfaction.
Failing to identify authorized signers, causing signed quotations to be rejected by procurement teams.
Not specifying validity period; pricing tied to outdated cost assumptions when acceptance is delayed.

Risks When a Quotation Is Inaccurate or Incomplete

Unenforceable Terms: Ambiguous obligations

Payment Disputes: Late or withheld payments

Regulatory Exposure: Incorrect tax treatment

Project Delays: Scheduling conflicts

Client Relationship: Loss of trust

Contract Risk: Unauthorized signature

Real-World Examples of Quotations Put into Practice

These brief examples show how different organizations used signed quotations to close deals and streamline operations.

Martin Properties — Field Closure

Martin Properties created a mobile quotation process for on-site prospects

A single, signed estimate confirmed scope instantly
"I can process and execute all of these documents online with 100% compliance and built-in security," which reduced turnaround and improved client responsiveness.

Optica Ventures — Simplicity

Optica Ventures standardized their quotation template for repeat projects

Clear line items cut review cycles
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," leading to faster approvals and fewer revisions.

eSignature Provider Comparison for Quotation Workflows

Basic vendor pricing and capability markers to consider when selecting an eSignature provider for issuing and signing project quotations.

	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	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Project Quotations

Answers to common questions about formality, e-signing, authority, and corrections when using a Project Quotation Template.

Need help? Contact support

Can a quotation be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and record retention to satisfy legal validity.
Do quotations need to be notarized?
Most commercial quotations do not require notarization. Notarization or witness requirements apply only in limited jurisdictions or for particular instruments; confirm local rules before adding notarization.
What happens if the client requests changes?
Document revisions as an amended quotation or change order. Include version numbers and dates; obtain a new signature for material changes to preserve enforceability.
Can I cancel or revoke a quotation after sending?
You may revoke an outstanding quotation before client acceptance, subject to any stated validity period and local contract rules. Document revocation in writing and retain proof of delivery.
Who must sign to bind the client?
An authorized signatory with authority to bind the purchasing organization must sign. Request the signer’s title and verify authority if doubt exists.
How should I store signed quotations securely?
Retain signed records in a secure system with access controls and an audit trail. Follow federal and industry retention requirements such as IRS retention and, for health data, HIPAA retention rules.

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