Quote acceptance form template
A quote acceptance form turns "looks good, go ahead" into a signed yes. The customer confirms the quote number, the total, the options they picked and the deposit, and authorizes you to order materials and book the work. It's one page, it goes out with the quote, and it's signed by the customer alone. Read it below, then send it from SignMaster with your next quote.
Updated November 5, 2026 · 3 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Customer
Quote Acceptance Form
From: Business name (the "Business"). To: Customer name (the "Customer").
1. The quote being accepted
- Quote number: Quote number, dated Quote date.
- Work or goods: Quote description.
- Quote total: Quote total, plus any sales tax that applies.
- This quote expires on Quote expiry. After that date the Business may re-quote.
The quote, including its scope, assumptions and exclusions, is part of this acceptance. Where this form and the quote differ, this form controls.
2. Optional items
The Customer adds the optional items ticked below. Items not ticked are not included. Each price is added to the quote total.
- Option 1 description for an extra Option 1 price.
- Option 2 description for an extra Option 2 price.
- Option 3 description for an extra Option 3 price.
3. Deposit and balance
A deposit of Deposit due on acceptance is due when this form is signed. The balance is due When the balance is due. Accepted payment methods: Payment methods.
4. Scheduling
The earliest expected start or delivery date is Earliest start date. The Business books the work and orders materials once the deposit has been received, and will confirm the date in writing.
5. Changes
The quote total covers only what the quote describes. Any addition, removal or substitution must be agreed in a written change order signed by the Customer before the changed work is done, stating its effect on the price and the schedule.
6. Cancellation
The Customer may cancel by written notice before work starts or goods ship. The Business will refund the deposit, less the cost of special-order or custom items already ordered for the Customer that can't be returned, and any return or restocking fees. If this form is signed at the Customer's home or another place that isn't the Business's premises, the Customer may also have a legal right to cancel within three business days, and the Business will provide a notice explaining how.
7. Access and preparation
Where the quote covers work at the Customer's premises, the Customer will give the Business safe access on the scheduled days, clear the work area of vehicles, furniture and valuables, and tell the Business about anything hidden that could affect the work, such as buried lines, pets or fragile surfaces. Where the quote covers goods, someone will be available to receive them at the delivery address. Delays caused by lack of access may move the schedule, and a return visit may be charged at Return visit charge.
8. Authority to accept
The person signing confirms that they own the property or are authorized by its owner, or by the Customer's business, to accept this quote and commit to the payments in section 3.
9. Terms
The Business's standard terms also apply, if listed here: Standard terms reference. This acceptance is governed by the laws of the state of State. An electronic signature on it counts as an original.
Customer details
Service or delivery address: Service address
Phone: Customer phone Email: Customer email
Customer's own purchase order number, if any: Customer PO number
I accept the quote above with the options I ticked, agree to pay the deposit, and authorize the Business to schedule the work and order materials.
Customer
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
Why a quote needs a signed acceptance
A quote is your offer. Until the customer accepts it clearly, you're guessing: did they accept the price with the upgraded fixtures or without? Is the deposit coming before you order? A text saying "yes" won't help when a special-order item arrives and the customer says they only asked for a price. The signed form ties their acceptance to one quote number and one total, records the options they chose, and lets you order materials with confidence.
Quote or estimate?
A quote is a fixed price for defined work or goods, valid until a set date. An estimate is your best guess, and the final bill can move. Use this form when the number is firm. If your price may change once work starts, use the estimate acceptance form, which explains how the final price is worked out. For larger jobs with a full scope and schedule, send a complete contract instead.
What the form covers
- The quote: its number, its date, a one-line description, the total and the date it expires.
- Options: tick boxes for up to three optional items, each with its price, so the customer chooses as they sign.
- Deposit and balance: the amount due on acceptance and when the rest is due.
- Scheduling: the earliest start or delivery date, and that booking happens once the deposit is paid.
- Changes: anything outside the quote goes on a signed change order.
- Cancellation: what's refunded if the customer cancels before work starts, minus special orders already placed.
- Customer details: service address, phone, email and their own purchase order number if they use one.
Mistakes that turn a yes into a dispute
- Accepting an expired quote at the old price. Write the expiry date in, and re-quote after it.
- Options agreed out loud. If the customer picks the upgrade at the door, it should be ticked on the form.
- Ordering special materials before the deposit lands. The form says booking follows payment.
- Losing track of which version was accepted. Revise the quote number every time the price changes.
- Forgetting the cancellation notice when you sign at the customer's home. A sale made there can often be canceled within three business days.
How to send it with SignMaster
- 1
Open the form
Choose Use this template. It arrives in SignMaster with one signer, the customer. You don't sign: your quote is the offer, and their signature is the acceptance.
- 2
Add your quote
Fill in the gray blanks with the quote number, date, total, expiry, deposit and any optional items with their prices. Add the quote PDF itself to the same envelope, so the customer reads and accepts it in one place.
- 3
Match the deadline to the quote
Set the envelope's sign-by date to the quote's expiry. Reminders count down to it, and you can see when the customer opened the quote, which is the right moment to call.
- 4
Book the job
When the customer signs, you both get the signed PDF with its certificate of completion. If they ticked an option, it's in writing. Send the deposit invoice and put the job on the calendar.
Re-quoting every account at once
Service companies that re-price contracts each year, like commercial cleaners or grounds maintenance crews, send a new quote to every account at the same time. List the accounts in a spreadsheet with columns named after the gray blanks (Quote number, Quote total, Quote expiry) and bulk send delivers one acceptance form per account. Then the Responses tab shows which customers ticked which options, in one table.
Questions? Answers.
Is a signed quote a contract?
Generally, yes. Your quote is an offer, and the customer's signed acceptance before it expires forms an agreement on those terms. Larger or riskier jobs still deserve a full contract.
Does the business need to sign the quote acceptance too?
Not with this form. You made the offer in the quote; the customer's signature accepts it. If you prefer a countersignature, add yourself as a second signer and place a signature field for yourself.
Can the customer sign the quote from their phone?
Yes. They open the email link, read the quote, tick any options and sign, all in the phone's browser with nothing to install.
What if the customer wants to change the quote before signing?
Revise the quote, give it a new number, and send a new form. If they've already signed, use a change order for the difference.