Can a quotation be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that adopted it, provided intent, consent, attribution, and reproducible records are present.

When does a quotation become a binding contract?

A quotation typically becomes binding when the buyer accepts the offer according to stated terms; acceptance forming a contract should be evidenced in writing and may require signature or purchase order.

How do I fix a mistake after sending a quote?

Retract or supersede the quotation with a clearly labeled revised quote and document the change; if already accepted, treat change as modification requiring mutual consent and new signatures.

What level of signer authentication is recommended?

For commercial quotations email authentication is common; use stronger methods (SMS OTP, KBA, or enterprise SSO) for high-value transactions or regulated industries.

Should quotations be notarized or witnessed?

Not typically required for standard commercial quotes. Notarization or witnesses are only necessary when local law or the transaction type requires formal acknowledgement.

How long should I retain signed quotations?

Keep signed quotations for at least three years after the transaction; extend retention for tax, real estate, or healthcare matters in line with IRS and HIPAA retention rules.

Electronic Signature
Templates
Sales
Quotation Template

Quotation Template

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

What a Quotation Template Is and When It Applies

Quotation Template is a standardized document sellers and service providers use to present itemized prices, terms, and conditions for goods or services to prospective buyers. It typically lists quantities, unit prices, applicable taxes, discounts, payment terms, delivery timelines, validity period, and acceptance instructions. A clear quotation reduces misunderstandings, supports internal approvals, and serves as the basis for purchase orders or contracts once accepted. This template can be adapted for one-off quotes, recurring services, or bundled offerings across industries.

Why a Consistent Quotation Template Matters

A Quotation Template standardizes pricing presentation, clarifies scope and payment expectations, and speeds approvals. Using a template reduces errors, ensures consistent terms across deals, and creates an auditable record that supports contract formation when a buyer accepts the quoted offer.

Who Typically Prepares and Reviews Quotations

Procurement, sales representatives, independent contractors, and small business owners commonly prepare quotations to communicate price, scope, and delivery expectations to prospective buyers.

Sales teams: issue formal quotes tied to CRM opportunities and approval workflows.
Procurement: compare multiple vendor quotes and document delivery and payment conditions.
Contractors: provide itemized labor and materials estimates with validity and payment terms.

Representative Signers and Reviewers

Sarah Lee, Sales Manager

Sarah reviews scope, pricing, and discount approvals, confirms delivery timelines, and ensures the quotation maps to CRM opportunity records before sending to a prospective client.

Marcus Reed, Procurement Officer

Marcus compares vendor quotations for compliance with purchase policies, confirms tax treatment and delivery terms, and flags any unusual liability or warranty language for legal review.

Essential Sections to Include in a Professional Quotation

A professional Quotation Template organizes pricing, scope, and terms into clear sections to support buyer review and internal approvals processes.

Header

Include company name, contact details, quotation number, and issue date. A clear header helps recipients identify the issuing party and ties the quote to internal systems or CRM records.

Itemization

List each product or service line with descriptions, unit quantities, unit prices, and any optional items so buyers can verify scope and calculate comparisons easily.

Totals and Taxes

Show subtotal, applicable taxes, discounts, shipping or handling, and final total. Record currency and whether prices are inclusive or exclusive of taxes.

Terms

Specify payment terms, accepted methods, late fees, warranties, delivery lead times, and any prerequisites for fulfillment or invoicing.

Validity

State an explicit expiration date or validity period for the quoted prices and conditions to avoid open-ended offers and to manage price risk.

Acceptance

Provide an acceptance block with signatory name, title, signature, and date, plus any reference number required to convert the quote into a purchase order or contract.

Step-by-Step: Create and Send a Quotation

Follow these basic steps to create a clear, approvable quotation that can be executed electronically or on paper.

01

Prepare template: Select or create the Quotation Template.
02

Complete fields: Enter itemization, totals, terms, and validity.
03

Review internally: Obtain approvals per company policy.
04

Send to recipient: Deliver by email, eSignature platform, or portal.

Online Workflow Settings to Configure

Configure these settings when using an eSignature or document automation platform for quotations.

Template Name and Tags	Create searchable names and tags for reuse.
Auto-numbering	Enable sequential quotation numbers.
Conditional Fields	Show optional line items only when needed.
Approval Order	Set reviewer sequence for internal sign-off.
Notifications	Automate reminders and completion alerts.

Digital Signing, File Types, and Integrations to Consider

Choose a platform that supports common document formats and integrates with your CRM and accounting systems to streamline quoting and order capture.

File formats: PDF, DOCX supported.
Integrations: Salesforce, NetSuite, Google Workspace.
Authentication: Email, SMS code, or advanced options.

Where to Send or File a Signed Quotation

Decide routing to buyer, procurement, accounting, and internal archive so acceptance converts smoothly into an order or invoice.

To the buyer: Email copy or secure signing link.
To CRM: Attach signed PDF to opportunity record.
To accounting: Send for invoice generation and payment terms.
Archive: Store signed copy in document repository.

Common Timelines and Recommended Deadlines

Quotations depend on time-sensitive pricing, internal SLAs, and delivery lead times; explicitly state these to align expectations.

Quote validity period:

Typical validity ranges from 7 to 30 days.

Buyer response expectation:

Specify number of days for acceptance.

Internal approval SLA:

Identify required days for managerial sign-off.

Delivery lead time:

State estimated ship or start dates.

Invoicing after acceptance:

Specify when the invoice will be issued.

Key Milestones from Quote to Order

Use the stages below to track progress from preparing a quotation through acceptance and order fulfillment.

01

Draft prepared

Template completed and preliminarily reviewed.

02

Internal approval

Authorized approver confirms pricing and terms.

03

Sent to buyer

Buyer receives quotation via chosen delivery method.

04

Buyer acceptance

Executed acceptance converts quote to order.

Common Mistakes to Avoid When Preparing a Quotation

Vague item descriptions that leave scope open to interpretation and later dispute.
Omitting taxes, shipping, or fee assumptions which then create unexpected additional charges.
Unclear validity periods that expose sellers to indefinite price obligations or buyer delays.
Failure to tie the quotation to a purchase order or contract reference, complicating acceptance and invoicing.

Consequences of a Faulty Quotation

Price disputes: Lost revenue or renegotiation.

Delayed payment: Invoice delays and cashflow impact.

Contract disputes: Potential legal costs.

Regulatory risk: Industry-specific compliance exposure.

Reputational harm: Customer trust erosion.

Operational delay: Fulfillment setbacks and penalties.

eSignature Vendor Pricing and Feature Comparison

Compare basic starting prices and common feature availability that affect how you prepare and send quotations electronically; signNow is listed first per vendor ordering rules.

	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, no credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Yes	Yes	No	No

Required Information and Fields at a Glance

Quote Number: Unique identifier

Issue Date: MM/DD/YYYY

Buyer Name: Full legal name

Itemized Lines: Descriptions and quantities

Total Price: Subtotal, taxes, total

Payment Terms: Net days, method

Practical Tips to Reduce Errors and Speed Acceptance

Adopt a small set of template and workflow practices to maintain consistency and reduce back-and-forth with buyers.

Use a single canonical template

Maintain one approved template to avoid multiple conflicting versions; update centrally and version controls to ensure approvers use the latest terms.

Standardize numbering and references

Automate quotation numbering and include an internal reference field so accounting and operations can reconcile accepted quotes to invoices.

Require clear validity windows

Set explicit expiration dates to limit exposure to price fluctuations and to trigger re-quoting workflows when necessary.

Attach supporting exhibits

Include drawings, scope exhibits, or service descriptions as appendices to avoid scope disputes and to make acceptance unambiguous.

Real-World Examples of Quotation Use

These customer examples illustrate how standardized quotations improve turnaround and clarity in varied business contexts.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team.

It speeds approvals across customers.
By using a standard quotation template tied to our CRM we reduced negotiation time, improved internal visibility, and closed projects faster while keeping consistent terms across deals.

Martin Properties (Founder)

We can process and execute documents online with full compliance.

It supports mobile signing.
Moving quotations and approvals to a standardized online template allowed faster acceptance for property services and reduced on-site paperwork while preserving secure audit trails.

Frequently Asked Questions About Quotation Templates

Answers to common questions about e-signing, enforceability, corrections, and storage for quotation documents.

Need help? Contact support

Can a quotation be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that adopted it, provided intent, consent, attribution, and reproducible records are present.
When does a quotation become a binding contract?
A quotation typically becomes binding when the buyer accepts the offer according to stated terms; acceptance forming a contract should be evidenced in writing and may require signature or purchase order.
How do I fix a mistake after sending a quote?
Retract or supersede the quotation with a clearly labeled revised quote and document the change; if already accepted, treat change as modification requiring mutual consent and new signatures.
What level of signer authentication is recommended?
For commercial quotations email authentication is common; use stronger methods (SMS OTP, KBA, or enterprise SSO) for high-value transactions or regulated industries.
Should quotations be notarized or witnessed?
Not typically required for standard commercial quotes. Notarization or witnesses are only necessary when local law or the transaction type requires formal acknowledgement.
How long should I retain signed quotations?
Keep signed quotations for at least three years after the transaction; extend retention for tax, real estate, or healthcare matters in line with IRS and HIPAA retention rules.

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