Can this proposal be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and in nearly all states under UETA; ensure intent, consent, attribution, and retrievability are demonstrable.

Is notarization required for acceptance?

Not typically for commercial proposals. Notarization is usually unnecessary unless state law or a specific contract attachment requires it, or when the document will be recorded.

What makes an acceptance binding?

A clear offer, unambiguous acceptance by an authorized signer, and consideration create a binding agreement. Document signatures should reflect authority, date, and the accepted version.

How do I fix an error after signing?

Correct by executing an amendment or mutually signed addendum; unilateral edits invalidate the audit trail. Keep both the original and amendment for records.

How long should I keep signed proposals?

Retain for the agreement term plus at least three years for tax and audit purposes; follow sector rules such as HIPAA six‑year retention where applicable (45 CFR §164.530(j)).

Who is authorized to sign for a company?

The signer must have delegated authority under company bylaws or board resolution. Verify signature authority internally and, for high‑value deals, obtain a signing certificate or board approval.

Electronic Signature
Templates
Sales
Sales Wholesale Proposal

Sales Wholesale Proposal

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

SALES WHOLESALE PROPOSAL

Proposal No.: Date:

Seller

Seller Legal Name Billing Address Primary Contact

Phone

Email

Tax or Business ID

Buyer

Buyer Legal Name Billing Address

Buyer Contact

Phone

Email

Products / Services (Wholesale Pricing)

Item	Description	Quantity	Unit Price	Total

Subtotal Discount (if any) Sales Tax Shipping & Handling Total Due

Payment Terms

Unless otherwise agreed in writing, Buyer shall pay the Total Due in accordance with the terms below. Payment is due: .

Accepted Payment Methods Credit Card Wire Transfer / ACH Check Net Terms

Late payments shall accrue interest at on the outstanding balance, plus reasonable collection costs. Buyer shall not withhold payment for any disputed item except as expressly permitted in a written agreement.

Delivery Terms

Estimated delivery date: . Shipping method: .

Risk of loss and title shall pass to Buyer upon shipment from Seller's facility unless parties agree to alternate INCOTERMS in writing. Any expedited shipping requirements must be agreed and paid by Buyer in advance.

Warranty

Seller warrants that goods supplied under this Proposal shall conform to the agreed specifications and be free from material defects in workmanship and materials for a period of from delivery. Buyer's sole and exclusive remedy for breach of this warranty is, at Seller's option, repair or replacement of nonconforming goods or refund of the purchase price for such goods.

Warranty Exclusions

Returns and Refunds

Returns require prior written authorization from Seller. Unauthorized returns will not be accepted. Restocking fees may apply. Buyer must notify Seller of nonconforming goods within of receipt to preserve remedies.

Return & Refund Policy Details

Limitation of Liability

EXCEPT FOR WILLFUL MISCONDUCT OR FRAUD, IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR EXEMPLARY, PUNITIVE, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS OR BUSINESS INTERRUPTION. SELLER'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS PROPOSAL SHALL NOT EXCEED THE TOTAL AMOUNT PAID TO SELLER PURSUANT TO THIS PROPOSAL FOR THE GOODS GIVING RISE TO THE CLAIM.

Governing Law

This Proposal and any resulting agreement shall be governed by the laws of the State of without regard to its conflict of laws principles.

Acceptance

This Proposal is an offer to sell the goods and services described herein. Acceptance by Buyer shall occur upon Seller's receipt of a fully executed copy of this Proposal by both parties or upon issuance of a written Purchase Order incorporating these terms. This Proposal expires if not accepted by .

Additional Terms or Special Instructions

By signing below, the parties acknowledge and agree that this Sales Wholesale Proposal, when accepted, constitutes the complete and exclusive statement of the terms of the agreement between Seller and Buyer concerning the subject matter herein, superseding all prior proposals and understandings.

Seller:

By:

Date:

Buyer:

By:

Date:

What a Sales Wholesale Proposal Is and When It’s Used

A Sales Wholesale Proposal is a formal, written offer from a seller to a prospective buyer that details pricing, minimum order quantities, delivery terms, payment terms, and any volume discounts. It typically includes a product or service specification, lead times, warranty or return terms, and an expiration date for the offered pricing. The document serves as the basis for negotiation and, when accepted and signed by authorized parties, becomes the commercial framework that can be incorporated into a purchase order or contract.

Why a Clear Sales Wholesale Proposal Matters

A clear proposal reduces dispute risk, shortens negotiation cycles, and documents commercial terms for invoicing and logistics. Well-structured proposals make responsibilities and timelines explicit, improving supply chain coordination.

Who Typically Prepares and Reviews These Proposals

Sales, distribution, and operations teams normally prepare wholesale proposals; procurement and finance review them before acceptance.

Sales teams and account managers who manage pricing, discounts, and customer terms.
Procurement or purchasing departments that evaluate pricing, lead time, and vendor reliability.
Operations, logistics, and finance for delivery scheduling, invoicing terms, and credit checks.

Multiple stakeholders should confirm commercial, legal, and fulfillment details before signatures to prevent downstream disputes.

Core Sections to Include in a Professional Proposal

Include distinct sections so reviewers can find pricing, quantities, and legal terms quickly; clarity reduces questions and speeds acceptance.

Executive Summary

One‑page summary of the offer and key commercial benefits; provides a quick decision snapshot for buyer leadership and purchasing teams.

Pricing Schedule

Itemized unit prices, tiered discounts, and currency. Show per‑unit math, minimum order quantities, and any time‑limited promotional pricing.

Minimum Quantities

Specify minimum order quantities, lot sizes, and any volume thresholds that trigger discounts or different lead times.

Terms & Conditions

Payment terms, late fees, warranties, returns, limitation of liability, and governing law. Clear clauses reduce contract ambiguity and enforcement risk.

Delivery & Logistics

Lead times, shipping terms (Incoterms where applicable), carrier responsibilities, and acceptance criteria for damaged or short shipments.

Validity

Proposal expiration date and process for acceptance. State how acceptance is evidenced (signed proposal, purchase order, or written confirmation).

Stepwise Process to Complete and Route a Proposal

Follow a simple sequence to draft, review, and obtain signatures to avoid rework and ensure timely acceptance.

01

Draft: Populate fields and attach supporting documents.
02

Internal Review: Obtain approvals from sales, finance, and legal as required.
03

Send to Buyer: Provide the proposal for buyer review via secure delivery or eSignature.
04

Execution: Collect signatures and record the accepted version for fulfillment.

Typical Digital Workflow Settings for Proposal Routing

Configure routing, authentication, and conditional behavior before sending to ensure only authorized parties sign and approvals are tracked.

Field	Configuration
Signing Order	Sequential or parallel signing based on approver roles
Authentication	Email link or SMS code for signer verification
Conditional Fields	Show pricing fields only when specific quantities selected
Notifications	Email copies to sales and finance on completion

How Electronic Submission and Signing Usually Works

Digital workflows reduce turnaround by automating delivery, signer prompts, and audit logging.

Upload Document: Sender uploads the proposal file to the signing platform.
Place Fields: Add signature, date, and input fields for each party.
Send to Signers: Platform emails signer links or shares a secure signing URL.
Capture Audit Trail: System records timestamps, IPs, and authentication events.

Technical and Integration Considerations for eSubmission

Ensure the chosen platform supports secure document formats, reasonable signer authentication, and integrations with your CRM or ERP systems.

File Formats: PDF, DOCX, and native form exports supported
Integrations: Connectors for Salesforce, NetSuite, and Google Workspace
Security: TLS 1.2/1.3 in transit and AES‑256 at rest

Verify platform compliance with ESIGN/UETA and any applicable industry rules such as HIPAA when handling protected health information; ensure the integration preserves audit trails and stores a retrievable certificate of completion.

Typical Dates and Deadlines to Specify

Set and communicate key dates clearly so both parties understand timing for acceptance, delivery, and invoicing.

Proposal Issue Date:

Date the proposal is sent to the buyer

Acceptance Deadline:

Expiration date for the quoted pricing and terms

Delivery Lead Time:

Estimated days from acceptance to shipment

Invoice Due Date:

Payment due date per payment terms

Contract Effective Date:

Date obligations and remedies commence

Common Preparation Errors to Avoid

Vague pricing: Omitting per‑unit calculations or failing to state whether taxes and fees are included leads to disputes and delayed payment.
Missing signatory authority: Allowing a non‑authorized person to sign can render acceptance unenforceable and lead to repudiation.
Unclear delivery terms: Not specifying Incoterms, carrier responsibilities, or acceptance criteria causes transit disputes and chargebacks.
Incomplete fields: Leaving effective dates, payment terms, or validity periods blank may void discounts or trigger default terms.

Legal and Commercial Risks of Incorrect Proposals

Breach Claims: May trigger damages

Tax Exposure: Incorrect invoicing impacts tax reporting

Payment Delays: Ambiguous terms delay collections

Logistics Failure: Wrong lead times cause penalties

Reputational Harm: Repeated errors damage buyer trust

Enforceability Issues: Improper signatures may reduce legal weight

eSignature Vendor Pricing Snapshot for Proposal Workflows

Compare basic pricing and core capabilities relevant to high-volume proposal sending and regulatory requirements; signNow is listed first per vendor comparison convention.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year limit	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Sales Wholesale Proposals

Answers to common legal, signing, and retention issues encountered when preparing and executing wholesale proposals.

Need help? Contact support

Can this proposal be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and in nearly all states under UETA; ensure intent, consent, attribution, and retrievability are demonstrable.
Is notarization required for acceptance?
Not typically for commercial proposals. Notarization is usually unnecessary unless state law or a specific contract attachment requires it, or when the document will be recorded.
What makes an acceptance binding?
A clear offer, unambiguous acceptance by an authorized signer, and consideration create a binding agreement. Document signatures should reflect authority, date, and the accepted version.
How do I fix an error after signing?
Correct by executing an amendment or mutually signed addendum; unilateral edits invalidate the audit trail. Keep both the original and amendment for records.
How long should I keep signed proposals?
Retain for the agreement term plus at least three years for tax and audit purposes; follow sector rules such as HIPAA six‑year retention where applicable (45 CFR §164.530(j)).
Who is authorized to sign for a company?
The signer must have delegated authority under company bylaws or board resolution. Verify signature authority internally and, for high‑value deals, obtain a signing certificate or board approval.

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