Can I e-sign a quotation?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks, electronic signatures are generally valid if intent, consent, attribution, and record retention are present.

Does a quotation need notarization?

Typically no. Standard commercial quotations do not require notarization; only specific statutory instruments or real estate deeds usually need a notary.

How long is a quote valid?

The validity period is whatever you specify on the document. Common practice is 15–30 days; after expiry the price should be reconfirmed.

What if a price changes after acceptance?

If the customer validly accepted the quotation as an offer, the original terms control; disputes may lead to renegotiation or legal remedies.

Who can sign a quotation?

An authorized representative with delegated signing authority should sign. Document the signer’s title to prevent enforceability challenges.

How do I cancel or revise a quotation?

Issue a written revision or withdrawal before acceptance. If already accepted, treat changes as contract amendments requiring mutual agreement and signatures.

Electronic Signature
Templates
Miscellaneous
Quotation Document Template

Quotation Document Template

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

Quotation Document Template

Quotation Number: Date Issued: Valid Until:

Parties

Supplier (Party A) - Company Name Supplier - Contact Person Supplier - Address Supplier - Phone / Email Client (Party B) - Company Name Client - Contact Person Client - Address Client - Phone / Email

Recitals

WHEREAS, Supplier is engaged in the business of providing the goods and services set forth in this quotation; and

WHEREAS, Client has requested a quotation for the goods and services described below and Supplier has provided this quotation reflecting estimated pricing and terms; and

NOW, THEREFORE, Supplier proposes to supply and Client proposes to purchase the goods and services on the terms and conditions set forth in this quotation document, subject to acceptance by Client in accordance with the Acceptance provisions below.

Scope of Work

The Supplier will perform the work and deliver the goods as described below. Services will be performed in a professional manner consistent with industry standards.

Itemized Quotation

List of items, quantities, unit prices and line totals. Prices are in the currency specified in the invoice to be issued upon acceptance.

Description	Qty	Unit Price	Line Total

Subtotal Discount Tax Rate Tax Amount Total

Payment Terms

The total amount specified above is payable in accordance with the schedule below. All amounts are due in cleared funds in the currency agreed between the parties.

Deposit / Advance Payment Payment Schedule Late Payment

Any overdue amount shall accrue interest at the rate of of the outstanding balance per month, compounded monthly, plus any collection costs reasonably incurred by Supplier.

Term and Termination

This quotation is effective from and remains valid until unless accepted earlier. Either party may terminate a resulting agreement for material breach if the breaching party fails to cure the breach within days' written notice.

Confidentiality

Each party shall treat as confidential all information disclosed by the other party that is marked as confidential or that a reasonable person would understand to be confidential, and shall not disclose such information to third parties except as required by law. Confidential information shall not include information that is or becomes publicly available without breach of this quotation, or is rightfully received from a third party without restriction.

Governing Law

This quotation and any resulting contract shall be governed by and construed in accordance with the laws of without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the courts of that jurisdiction for disputes arising out of or related to this quotation.

Entire Agreement

This quotation, together with any documents expressly incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations, representations, and agreements, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties.

Acceptance

To accept this quotation, the Client must sign below. Acceptance of this quotation constitutes an offer by Client to purchase the goods and services on the terms specified. Supplier may withdraw this quotation if not accepted prior to the Valid Until date.

Client acknowledges that acceptance of this quotation creates a binding contractual obligation on the terms herein.

Supplier Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Quotation Document Template Is and When to Use It

A quotation document template is a standardized, reusable form used to present proposed prices, scope of work, delivery terms, and conditions to a potential buyer or client. It structures line items, taxes, discounts, validity period, and acceptance language so stakeholders can compare offers and approve work consistently. In many U.S. commercial contexts a quotation becomes an offer accepted by signature or purchase order; electronic signatures are generally enforceable under the ESIGN Act and state UETA statutes when the transaction meets legal validity criteria.

Why Use a Template for Quotations

Using a quotation template reduces errors, speeds approvals, and ensures consistent terms across customers while preserving evidence of offer, price, and acceptance for contract formation and recordkeeping.

Who Typically Prepares or Receives Quotations

Quotation templates are used by operational teams who prepare offers and by buyers who compare and accept proposals.

Sales and account teams prepare client-specific pricing and delivery terms to standardize responses and speed negotiations.
Procurement and purchasing managers review line-item costs, payment terms, and validity windows to compare vendor offers objectively.
Contractors and service providers issue detailed scope and unit pricing on-site or remotely to create an enforceable offer.

Keep signatory roles clear in the template so acceptance creates contractual obligations without additional negotiation.

Essential Sections to Include in a Professional Quotation

A complete quotation groups client and seller details, scope, pricing, timelines, and acceptance mechanics so recipients can evaluate and sign quickly.

Header

Include company name, quote number, date, and client contact to ensure accurate tracking and auditability across systems.

Scope of Work

Describe deliverables, quantities, and exclusions clearly so both parties share a common understanding of what is offered.

Pricing Breakdown

List unit prices, line-item totals, taxes, discounts, and any conditional fees to avoid later disputes over amounts owed.

Terms & Conditions

State payment terms, warranties, liability limits, and cancellation rules to define legal obligations if the quote is accepted.

Validity Period

Specify an explicit expiration date for the quoted prices to limit exposure from market or cost changes.

Acceptance

Provide a signature block or eSignature field and an acceptance statement that turns the quote into a binding agreement when signed.

Security and Compliance Considerations for Quotation Records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped logs and IP attribution

Authentication: Email, SMS code, or stronger multi-factor

Regulatory Support: ESIGN and UETA compliance

HIPAA Options: BAA available when needed

Access Controls: Role-based permissions for documents

Step-by-Step: Create and Issue a Quotation

Follow a short, repeatable sequence to prepare, validate, and send a quotation that can be accepted electronically or on paper.

01

Prepare details: Gather client info, scope, pricing, and quote number.
02

Itemize costs: Break out unit prices, taxes, discounts, and totals.
03

Set terms: Specify payment, delivery, validity, and liability limits.
04

Send for signature: Route to approver(s) and capture acceptance with audit trail.

Typical Digital Workflow Settings for Quotations

Configure key workflow options so routing, reminders, and authentication match internal approval controls and customer expectations.

Field	Configuration
Signer Order	Simultaneous or role-based sequential
Authentication	Email link, SMS code, or KBA
Reminders	Automatic reminders at 3 and 7 days
Expiration	Auto-expire after specified validity window

How Electronic Quotation Acceptance Works

Electronic acceptance typically follows a clear flow from issuance to signer verification and storage of the completed record.

Upload: Sender uploads the quotation template and populates fields.
Place fields: Add signature, date, and initial fields for the signer.
Authenticate: Signer verifies identity by agreed method (email, SMS).
Complete: Signed copy and audit trail are stored and shared.

File Types, Integrations, and Platform Needs

Use platforms that support common file formats and integrate with your CRM or ERP to auto-sync quotations.

Supported Formats: PDF and DOCX for editable and final versions
Integrations: CRM and ERP links (Salesforce, NetSuite)
Browser Support: Modern browsers; mobile-friendly signing

Prioritizing integration reduces manual rekeying and preserves a single source of truth for pricing and contract history.

Typical Timelines and Expiration Rules

Define clear timing for validity, internal review, and acceptance to avoid ambiguity about when a quote becomes binding.

Quote Validity:

Commonly 15–30 days; must be stated on the document

Internal Review:

Allow 1–3 business days for pricing or legal approval

Customer Response:

Set a response window aligned with validity period

Signature Deadline:

Acceptances after expiry require reissue or approval

Fulfillment Start:

Schedule start date based on signed acceptance

Common Mistakes to Avoid When Preparing a Quotation

Omitting a clear validity period leads to disputes over whether the price was still available at acceptance.
Using vague scope descriptions causes disagreements about deliverables and increases change order requests.
Failing to itemize taxes or fees can cause billing reconciliation problems and delayed payment.
Not specifying acceptance language or an explicit signature block weakens proof of mutual assent.

Risks and Consequences of Incorrect Quotations

Pricing Disputes: Customer may reject or seek refund

Contract Ambiguity: Leads to litigation or renegotiation

Invalid Signature: May void acceptance under ESIGN test

Regulatory Exposure: Industry rules can impose penalties

Operational Delays: Incorrect dates delay fulfillment

Tax Issues: Incomplete invoice data complicates reporting

eSignature Pricing and Feature Comparison for Quotation Workflows

Compare starting prices and key capabilities to match eSignature costs with business volume and compliance needs; signNow appears first for parity.

	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	Varies	Varies	Varies	Varies
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 Quotation Documents

Answers to common questions about validity, eSignature enforceability, notarization, and cancelling or revising quotations.

Need help? Contact support

Can I e-sign a quotation?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks, electronic signatures are generally valid if intent, consent, attribution, and record retention are present.
Does a quotation need notarization?
Typically no. Standard commercial quotations do not require notarization; only specific statutory instruments or real estate deeds usually need a notary.
How long is a quote valid?
The validity period is whatever you specify on the document. Common practice is 15–30 days; after expiry the price should be reconfirmed.
What if a price changes after acceptance?
If the customer validly accepted the quotation as an offer, the original terms control; disputes may lead to renegotiation or legal remedies.
Who can sign a quotation?
An authorized representative with delegated signing authority should sign. Document the signer’s title to prevent enforceability challenges.
How do I cancel or revise a quotation?
Issue a written revision or withdrawal before acceptance. If already accepted, treat changes as contract amendments requiring mutual agreement and signatures.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now