Can I accept electronic signatures?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signing shows intent, consent, attribution, and record retention capability.

When is a quote legally binding?

A vendor quote becomes binding when it meets contract formation requirements: offer, acceptance, and consideration; explicit acceptance or signature by an authorized signatory creates a binding agreement.

What if a quote has a pricing error?

Notify the vendor immediately. Minor clerical errors can often be corrected by mutual agreement; material mistakes may allow the vendor to rescind if the error was obvious and not relied upon.

Do Sales Quote Requests require notarization?

Typically no. Notarization is not standard for quote requests, though certain jurisdictions or transaction types may require notarized documents for later enforceability or related instruments.

How should I store completed quotes?

Archive signed requests and vendor quotes in a secure, access-controlled system and preserve an immutable audit trail to support compliance and dispute resolution.

What happens if vendor fails to respond?

If a vendor does not respond within the stated window, treat the offer as not received; track non-responses and consider reissuing or expanding the vendor list to avoid procurement delays.

Electronic Signature
Templates
Sales
Sales Quote Request

Sales Quote Request

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

SALES QUOTE REQUEST

Request Overview

This Sales Quote Request is submitted by the requesting party ("Buyer") to the supplier ("Seller") for a formal quotation for the goods or services described herein. Completion of required fields constitutes a request for a written quotation and does not constitute an order. Quote validity, lead times, pricing, and terms shall be set by the Seller in the written quotation.

Parties

Buyer Name Buyer Contact / Title Buyer Billing Address

Buyer Phone

Buyer Email

Seller Name Seller Contact / Sales Representative Seller Billing Address

Seller Phone

Seller Email

Quote Identification

Quote Reference: Date Requested: Required By:

Quote Valid Until: Preferred Currency:

Requested Items / Services

Item	Description	Qty	Unit Price	Line Total

Subtotal Tax / VAT (%) Tax Amount Shipping / Handling Total Estimated

Terms and Conditions (Request)

Payment Terms Requested

Accepted Payment Methods (select all that apply):

Credit Card Bank Transfer Check Net Terms (specify term days):

Preferred Shipping Method Requested Delivery Location Estimated Delivery Date

Seller Response Requirements

The Seller's written quotation should include: itemized pricing, applicable taxes, shipping and handling, delivery lead time, warranty terms, installation or service fees if applicable, and any exclusions or conditions. The Seller shall specify whether prices are firm or subject to change.

Seller Quotation Notes / Exceptions

Warranties, Returns, and Liability

Warranty: The Seller must state warranty coverage in the written quotation, including duration, scope, and exclusions. Unless the Seller expressly states otherwise in the quotation, standard manufacturer warranty applies and any extended warranty shall be documented.

Requested Return / Refund Policy

Limitation of Liability: Any quotation should set forth the maximum aggregate liability of the Seller for claims arising from the sale of the items. The Buyer acknowledges that, unless otherwise agreed in writing, the Seller may limit liability to replacement, repair, or refund of the purchase price.

Governing Law: The Seller's quotation and any resulting contract shall be governed by the laws of the jurisdiction specified by the Seller. Preferred governing jurisdiction:

Additional Information

Attach or Describe Special Requirements

By signing below, the Buyer requests a formal written quotation in response to this Sales Quote Request and represents that the information provided is complete and accurate to the best of the Buyer's knowledge. The Buyer understands that submission of this request does not create a purchase order or a binding obligation to purchase until a written agreement is executed.

Buyer:

By:

Date:

Seller:

By:

Date:

What a Sales Quote Request Is and When It’s Used

A Sales Quote Request is a formal written request from a prospective buyer to a seller asking for a price estimate, itemized costs, delivery terms, and validity period for goods or services. It documents specifications, quantities, desired delivery or completion dates, and any special instructions needed to prepare a commercial quote. Organizations use the request to compare vendor offers, obtain internal approvals, and create a basis for a binding sales quote or proposal once terms are accepted. In many workflows, the completed quote request becomes part of the contract record.

Why a Clear Sales Quote Request Matters

A concise Sales Quote Request reduces ambiguity, speeds vendor responses, and helps ensure comparability between proposals. Properly completed requests lower the risk of pricing errors, enable consistent procurement review, and support audit trails required for later contract formation or regulatory review.

Who Typically Prepares and Reviews a Sales Quote Request

Teams across procurement, sales operations, and project management commonly prepare or act on quote requests.

Procurement teams who aggregate requirements, compare vendor responses, and enforce purchasing policy.
Sales operations and account managers who clarify specifications and translate customer needs into vendor requirements.
Project managers or department heads who verify scope, timelines, and internal budget authorization.

Final responsibility for approval varies by company policy and the dollar amount involved.

Signers and Decision-Makers

Sales Representative

A sales rep collects buyer requirements and submits the Sales Quote Request on behalf of the customer; they validate technical details and serve as the primary contact during vendor clarifications.

Authorized Signatory

An authorized company officer or procurement approver has authority to accept a quote and convert it to an order—ensure signatory names match corporate records to avoid enforceability issues.

Essential Elements of a Professional Sales Quote Request

A complete request organizes contact data, scope, detailed line items, delivery expectations, pricing structure, and acceptance terms so vendors can respond consistently.

Header

Include request number, issue date, company name, and primary contact details so responses are tracked and matched to the originating request.

Customer Details

List billing and shipping addresses, legal entity name, tax ID if required, and any purchase order references to ensure quotes reference correct recipients.

Scope of Work

Describe goods or services precisely, include specifications, model numbers, SKUs, expected volumes, and any technical constraints to reduce vendor assumptions.

Pricing Structure

Request per-item unit pricing, volume discounts, tax treatment, shipping or handling costs, and any one-time charges to enable accurate total-cost comparisons.

Terms & Validity

Specify quote expiration date, payment terms, delivery windows, warranty expectations, and acceptance criteria to prevent mismatched assumptions after submission.

Approval & Signatures

Identify who may sign a resulting quote or order and whether electronic signatures are acceptable; document internal approval thresholds for binding commitments.

Required Data Fields at a Glance

Buyer Name: Legal entity name

Contact Info: Email and phone

Item Description: SKU or specs

Quantity / Price: Units and estimates

Expiration Date: MM/DD/YYYY format

Internal Ref: PO or RFQ number

Step-by-Step: Completing a Sales Quote Request

Follow these sequential steps to prepare a clear, actionable request that vendors can respond to quickly.

01

Gather specs: Collect technical and quantity details before drafting.
02

Fill core fields: Enter buyer, contact, and scope fields completely.
03

Set timelines: Specify delivery targets and quote validity period.
04

Review & send: Verify accuracy and distribute to approved vendors.

How to Configure an Online Quote Request Workflow

Configure templates, recipient roles, and routing rules so requests are routed automatically to reviewers and vendors.

Template	Preload standard fields and optional sections for common product groups.
Recipient roles	Define requestor, approver, vendor contact, and cc recipients.
Conditional fields	Show or hide sections based on product category or service type.
Notifications	Enable email or SMS alerts for new responses and approvals.
Storage destination	Save completed requests to shared folders or CRM records.

Typical Submission and Response Flow

A standard process moves the request from internal preparation to vendor response and internal approval.

Prepare: Create the request and confirm internal scope.
Distribute: Send to shortlisted vendors for quote submission.
Receive: Collect vendor quotes and attachments in one place.
Approve: Compare quotes and obtain required approvals.

Delivery Options and Integrations to Support Distribution

Choose distribution channels and integrations that match your procurement systems and vendor preferences.

Email: Direct vendor emails with attachments
CRM integration: Link requests to Salesforce or NetSuite records
Cloud storage: Archive PDFs to Box, Google Drive, or Egnyte

Common Timelines, Deadlines, and Processing Expectations

Set realistic response windows and internal approval SLAs to avoid missed opportunities and ensure vendor comparability.

Vendor response window:

Typical 5–10 business days depending on complexity

Quote validity:

Often 30 days; shorter windows for volatile prices

Internal approval SLA:

Allow 2–5 business days for procurement review

Expedited handling:

Use 24–48 hour turnaround for urgent purchases

Delivery scheduling:

Confirm lead times before acceptance

Common Mistakes When Preparing a Sales Quote Request

Omitting clear specifications that lead vendors to substitute incorrect items or assumptions about materials and tolerances.
Failing to state an expiration date, which can result in price disputes if vendor costs change after response.
Using inconsistent entity names or tax IDs that later require correction and delay purchase orders.
Not specifying shipping, tax, or handling terms which causes unexpected charges at invoicing.

Risks from Inaccurate or Incomplete Quote Requests

Pricing errors: Can lead to underbudgeting

Missing signature: May prevent contract formation

Wrong entity: Creates invoice and tax complications

Expired quote: Vendor may decline at higher price

Tax misstatement: Triggers withholding or audit

Data exposure: Leads to compliance risk

Comparison: eSignature Options for Executing Quotes and Approvals

Common eSignature vendors differ on price model, bulk-send features, and regulatory coverage. signNow is listed first for direct comparison across common criteria.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Quote Request Use

These simplified examples show how clarity in the request reduces turnaround time and negotiation rounds.

Construction Project

A contractor submitted a detailed scope with drawings and quantities

Vendor provided line-item pricing within three business days
The client compared three bids and finalized the award without scope disputes thanks to precise specifications and a 30-day validity window.

IT Services Procurement

An IT department requested hourly and fixed-price options for a migration

Vendors returned structured quotes showing resources and timelines
The organization used the quotes to secure internal approval and amend the master services agreement quickly.

FAQs and Troubleshooting for Sales Quote Requests

Answers to frequently asked questions and common issues encountered when preparing, sending, or finalizing a Sales Quote Request.

Need help? Contact support

Can I accept electronic signatures?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signing shows intent, consent, attribution, and record retention capability.
When is a quote legally binding?
A vendor quote becomes binding when it meets contract formation requirements: offer, acceptance, and consideration; explicit acceptance or signature by an authorized signatory creates a binding agreement.
What if a quote has a pricing error?
Notify the vendor immediately. Minor clerical errors can often be corrected by mutual agreement; material mistakes may allow the vendor to rescind if the error was obvious and not relied upon.
Do Sales Quote Requests require notarization?
Typically no. Notarization is not standard for quote requests, though certain jurisdictions or transaction types may require notarized documents for later enforceability or related instruments.
How should I store completed quotes?
Archive signed requests and vendor quotes in a secure, access-controlled system and preserve an immutable audit trail to support compliance and dispute resolution.
What happens if vendor fails to respond?
If a vendor does not respond within the stated window, treat the offer as not received; track non-responses and consider reissuing or expanding the vendor list to avoid procurement delays.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now