When to use it
Send it after the client has agreed to your quote in principle and before you start work. It suits fixed-price jobs such as a website, a design package, a renovation or a batch of translations. The form points to one quote by its number and date, so if a later version appears, the signed form shows which one the client accepted.
It is shorter than a full service contract. If the job needs detailed terms on intellectual property, liability or ongoing support, put them in the quote itself or use a full contract.
What to fill in before you send it
The client can only add a signature, their full name and the date, so fill in every blank before you upload. Use any PDF editor, or copy the text into your own document and save it as PDF.
- Your business name, address and email (the Supplier).
- The client's name or company name and address.
- Quote number, quote date and the total, with currency and tax.
- Deposit, the schedule for the rest, the payment deadline for invoices, the payment method and who receives invoices.
- Expenses that are not part of the total, if any.
- Start date, expected completion date and how long the offer stays open.
- Whether the deposit is refundable, and the governing law.
Put the quote itself in the same PDF, right after the form. The client then reviews and signs both together, and the SHA-256 of the original file on the certificate page covers the quote as well as the form.
Fields to place in SignClearly
Upload the PDF (see how to send a PDF for signature) and place three fields on the lines at the end of the form:
- Signature on the Signature line.
- Full name on the Full name line.
- Date on the Date line.
SignClearly fills in the name and the date when the client signs. The signing link works for 1 to 30 days, 7 by default. Setting it to match the date in the Validity section avoids a signature on an expired quote.
When it matters who signs, for example on a large order, add an access code and give it to the client by phone or chat. They enter it before the document opens.
You can also require an ID check. The client shows an ID document and takes a selfie, the name on the ID must match the name you entered, and the result is an advanced electronic signature (AES). See SES vs AES vs QES.
What it does not cover
- Your own signature. The form is signed by the client only. If both sides must sign the same document, this form does not fit, and SignClearly collects only one signature per document.
- Detailed terms on intellectual property, warranties or liability.
- Changes after signing. Agree each change in writing, as the form says. A new quote with its own acceptance form works well for larger changes.
- Payment. The form records the agreed terms. It does not take the money.
The template text
Quote Acceptance Form
Supplier: ________ (business name), ________ (address), ________ (email) (the Supplier).
Client: ________ (name or company name), ________ (address) (the Client).
By signing below, the Client accepts the quote described in this form on the terms set out here.
1. Quote accepted
Quote number ________, dated ________ (the Quote). The Quote is attached to this form and forms part of it.
The Client accepts the work, deliverables and prices described in the Quote. If this form and the Quote differ, this form applies.
2. Price
Total price: ________ (amount and currency), ________ (tax included or tax added on top).
The total covers only the work described in the Quote. Expenses not included in the total: ________ (for example travel or stock images), charged at cost after the Client approves them.
3. Payment terms
Deposit: ________, due on signing this form.
Remaining amount: ________, due ________ (for example on delivery, or in stages).
Invoices are payable within ________ days of the invoice date, by ________ (payment method). Late payment: ________ (interest or fee, if any).
Invoices go to ________ (name and email), with purchase order number ________ (if any).
4. Start and timeline
Work starts on ________ or when the deposit is received, whichever is later. Expected completion: ________.
If the Client is late with feedback, materials or payments, the timeline moves by the length of the delay.
5. Changes to the work
Work not described in the Quote is a change. The Supplier will price each change, and the Client approves the price in writing before the change is made. Changes may also move the timeline.
6. Cancellation
Cancellation must be given in writing. If the Client cancels after signing, the Client pays for work done up to the date of cancellation and for costs the Supplier has already committed to and cannot recover. The deposit is ________ (refundable or non-refundable).
7. Validity
The prices in the Quote apply if this form is signed by ________. After that date the Supplier may update the Quote before accepting the order.
8. Authority
If the Client is a company or other organization, the person signing confirms they are authorized to accept the Quote on its behalf.
9. Governing law
This acceptance and the Quote are governed by the law of ________.
- Signature
- Full name
- Date
Sample template from signclearly.com. Not legal advice.