Is an electronic signature valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided the signature demonstrates intent, consent, attribution, and record retention.

When do I need notarization or witnesses?

Most sales applications do not require notarization, but state-specific instruments such as deeds, certain powers of attorney, or documents tied to property transfer may. Follow state notary and witness rules where applicable.

Can I use remote online notarization (RON)?

RON is permitted in most states but rules vary. Key requirements include identity proofing, audio-video recording, and retention; verify your state notary commission before relying on RON.

What if a TIN is incorrect on the form?

An incorrect TIN can trigger backup withholding and IRS notices. Correct errors promptly and obtain a corrected form to avoid penalties under IRC §6721 and related provisions.

How should I store signed guides?

Store signed PDFs with their audit trails in an access-controlled repository. Ensure retention policies meet IRS, HIPAA, or SEC requirements as applicable and maintain reproducibility.

Which eSignature authentication level is appropriate?

Match authentication strength to transaction risk: email-only for low risk, SMS/KBA for moderate risk, and multi-factor or advanced signer authentication for regulated or high-value transactions.

Electronic Signature
Templates
Sales
Sales Application Guide

Sales Application Guide

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

SALES APPLICATION GUIDE

This Sales Application Guide sets forth the information required to establish a sales account between Seller and Applicant (Buyer) and documents the standard commercial terms and conditions applicable to initial orders and account activation. Client Name:

1. APPLICANT INFORMATION

Company / Legal Entity Doing Business As (DBA) Entity Type (select all that apply)

Corporation LLC Partnership Sole Proprietor Other

Tax Identification Number Primary Contact Billing Address

2. SALES ACCOUNT DETAILS

Requested Credit Limit:

Preferred Payment Method(s)

Wire Transfer ACH Credit Card Check

Standard Payment Terms Sales Representative

Pricing Level Requested:

Tax Exempt: Yes Certificate No.:

3. PRODUCTS / SERVICES REQUESTED

Item	Description	Quantity	Unit Price	Total

4. PRICING SUMMARY

Subtotal Taxes Shipping & Handling Total Due

5. DELIVERY TERMS

Requested Delivery Date:

Delivery Method Shipping Address

Risk of Loss: Unless otherwise expressly agreed in writing, risk of loss and title pass to Buyer upon delivery to the carrier at Seller's shipping point or at the point stated in the applicable Incoterm. Buyer acknowledges responsibility for insurance and freight after the point of transfer.

6. PAYMENT TERMS & CREDIT AUTHORIZATION

Payment is due in accordance with the Payment Terms above. Buyer authorizes Seller to obtain credit reports and trade references as necessary to evaluate creditworthiness. Payment not received by the due date shall accrue a late payment charge of or the maximum permitted by law, whichever is less.

Bank Reference Trade References (minimum 3)

7. WARRANTY; RETURNS; LIMITATION OF LIABILITY

Warranty: Seller warrants that goods sold shall conform to Seller's current specifications and shall be free from material defects in materials and workmanship for a period of from date of shipment. This warranty is exclusive and in lieu of all other warranties, whether express, implied or statutory, including any warranty of merchantability or fitness for a particular purpose, except as expressly stated in writing by Seller.

Returns and Refunds: Returns are subject to Seller's prior written authorization. Unauthorized returns may be refused. Returned goods accepted by Seller may be subject to a restocking fee equal to of the invoiced price. Refunds will be issued only after inspection and acceptance by Seller.

Limitation of Liability: Except for liability arising from gross negligence or willful misconduct, Seller's aggregate liability for any and all claims arising out of or relating to the sale of goods shall not exceed the purchase price paid for the goods giving rise to the claim. Seller shall not be liable for incidental, consequential, punitive or special damages.

8. GOVERNING LAW

This Agreement and any disputes arising from it shall be governed by and construed in accordance with the laws of the state specified by Seller in the final account setup unless the parties agree otherwise in writing. Buyer consents to the exclusive jurisdiction of the courts located in that state for resolution of disputes.

9. CERTIFICATION AND AUTHORIZATION

By signing below, Applicant certifies that the information provided in this Sales Application Guide is true and correct and authorizes Seller to verify any information supplied herein, including but not limited to credit and bank references. Applicant agrees to the payment, delivery, warranty, returns and limitation of liability terms set forth in this Guide and acknowledges that no other terms shall apply unless confirmed in writing and signed by an authorized representative of Seller.

Authorized Signatory Name:

Buyer Printed Name:

By (Buyer Signature):

Date:

Seller Printed Name:

By (Seller Signature):

Date:

What a Sales Application Guide Is and When It’s Used

A Sales Application Guide is a structured document that collects the applicant, product, pricing, and transaction details needed to evaluate and approve a commercial sale. It standardizes the information sales, finance, and legal teams require for credit checks, pricing exceptions, and contract preparation. The guide typically includes applicant identity, company information, product or service selection, pricing terms, internal approvals, and signature blocks. In U.S. commerce the guide is commonly exchanged electronically and can be executed using compliant eSignature solutions under ESIGN and UETA when no statutory exception applies.

Why a Standardized Sales Application Guide Matters

Using a consistent Sales Application Guide reduces processing errors, documents obligations clearly, and helps demonstrate good-faith intent for electronic execution under ESIGN and state UETA laws. It speeds internal review, supports auditability, and centralizes required disclosures where consumer-facing rules apply.

Teams and Roles That Typically Complete or Review the Guide

Multiple teams interact with a Sales Application Guide: the submitting sales representative, credit and compliance reviewers, and contract approvers.

Sales representatives and account managers who collect customer details and product selections for approval.
Credit, billing, or finance teams that validate payment terms, tax status, and required W-9 or billing documents.
Legal or contracts teams that confirm governing law, warranty language, and signature authority before execution.

Assign clear ownership for each section to speed processing and reduce rework across these groups.

Step-by-Step: Complete and Approve a Sales Application

Follow these sequential steps to collect, validate, and finalize the sales application for internal approval and customer signature.

01

Gather Documents: Collect W-9, credit references, purchase specifications, and any required licenses.
02

Populate Application: Enter customer data, product codes, pricing, delivery terms, and special conditions.
03

Internal Review: Route to credit, legal, and finance for approvals and risk checks.
04

Execute Signature: Send for signature and retain the audit trail and signed copy.

How Submission and Routing Typically Work

A defined routing path ensures approvals occur in the right sequence and creates an auditable trail of decisions and signatures.

Upload Document: Sender uploads the completed application to the workflow system or eSignature platform.
Place Fields: Add signature, initial, date, and conditional fields for approvals or price exceptions.
Assign Signers: List signers in order and set authentication levels (email, SMS, or stronger).
Finalize and Archive: After final signature, generate completion certificate and store per retention policy.

Common Workflow Settings for Electronic Submission

Configure these workflow elements to reduce signer friction and ensure compliance with authentication requirements.

Field	Configuration
Authentication	Email link, SMS code, or KBA depending on signer risk level
Template	Reusable template with conditional fields for product options and pricing
Routing Order	Sequential or parallel signer order; use sequential for approvals
Notifications	Automatic reminders and completion notices to sender and signers

Technical Considerations for eSubmission and Sharing

Choose a platform that supports your file formats, integrations, and authentication requirements for secure distribution.

File Formats: PDF, DOCX, and fillable HTML supported
Integrations: CRM and ERP connectors like Salesforce and NetSuite
Authentication: Email, SMS, KBA, or SSO/SAML available

Ensure the solution captures an audit trail, preserves signed PDFs in ISO-compatible formats, and fits your IT and compliance requirements.

Essential Sections to Include in a Professional Sales Application Guide

A complete guide includes identifiable sections that support verification, pricing, approvals, and legal enforceability across sales cycles.

Applicant Details

Full legal name, business structure, TIN/EIN, primary contact, and billing address to verify tax and billing eligibility.

Order Details

Product or service codes, quantities, delivery terms, and lead times required for fulfillment and inventory planning.

Pricing & Discounts

List unit prices, discounts, payment terms, freight terms, and any conditional pricing approvals or expiration dates.

Credit & Compliance

Required credit references, payment history checks, AML/KYC flags, and regulatory disclosures where applicable.

Approval Matrix

Named approvers, approval thresholds by dollar amount, and routing rules for exceptions and overrides.

Signatures & Dates

Authorized signers, signature dates, and witness or notarization entries when required by state law.

Security and Compliance Checklist for Electronic Sales Applications

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trails: Signed action logs and timestamps

Certifications: SOC 2 Type II and ISO 27001

Health Data: HIPAA compliant with BAA

Regulated Records: 21 CFR Part 11 support available

Key Penalties and Risks of an Incorrect or Incomplete Guide

Incorrect TIN: Backup withholding and IRS notices (24% or more)

Late 1099 Filing: Penalties under IRC §6721 ranging $60–$330 per form

Intentional Disregard: IRC §6721 penalty $660+ per form, no cap

I-9 Violations: Civil penalties $281–$2,789 per violation (8 CFR §274a.2)

Missing Notarization: Risk of unenforceability in deed or POA contexts

Improper eSign: Consent or retention failures can impair enforceability

Timing Considerations and Common Deadlines to Track

Some submission deadlines are statutory while others are internal process SLAs; monitor both to avoid penalties and customer delays.

Provide W-9:

Supply to payer on request; no fixed federal filing deadline

1099-NEC:

Recipient and IRS copies due Jan 31 each year

Form 1040:

Individual return due April 15 (extension to Oct 15 possible)

Contract Approvals:

Set internal SLA, commonly 3–7 business days

RON / Notary:

Follow state-specific notary scheduling and recording rules

eSignature Pricing and Feature Comparison for Sales Application Workflows

Compare core pricing and a few workflow-relevant features across common eSignature providers. signNow appears first for parity with other vendors.

	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	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 Using a Sales Application Guide

Answers to common questions about execution, eSignature validity, and submission processes for U.S. sales application workflows.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided the signature demonstrates intent, consent, attribution, and record retention.
When do I need notarization or witnesses?
Most sales applications do not require notarization, but state-specific instruments such as deeds, certain powers of attorney, or documents tied to property transfer may. Follow state notary and witness rules where applicable.
Can I use remote online notarization (RON)?
RON is permitted in most states but rules vary. Key requirements include identity proofing, audio-video recording, and retention; verify your state notary commission before relying on RON.
What if a TIN is incorrect on the form?
An incorrect TIN can trigger backup withholding and IRS notices. Correct errors promptly and obtain a corrected form to avoid penalties under IRC §6721 and related provisions.
How should I store signed guides?
Store signed PDFs with their audit trails in an access-controlled repository. Ensure retention policies meet IRS, HIPAA, or SEC requirements as applicable and maintain reproducibility.
Which eSignature authentication level is appropriate?
Match authentication strength to transaction risk: email-only for low risk, SMS/KBA for moderate risk, and multi-factor or advanced signer authentication for regulated or high-value transactions.

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