What this document is
A quotation acceptance is the small but important step between sending a price and starting the work. A quotation on its own is only an offer; until the client accepts it, nothing is agreed. This form captures that acceptance in writing — the quote reference, the agreed price, and the client's signature or written confirmation — so both sides start from the same understanding.
It is especially useful when a quote has several options or a price that is only valid for a limited time. Instead of digging through a message thread to prove what was agreed, you have one clean record: this quote, this price, accepted on this date.
When to use it
- You have sent a quotation and want the client to formally confirm before you commit time or order materials.
- Your quote lists options or tiers and you need a record of which one the client chose.
- The price is only valid for a set period and you want proof it was accepted in time.
- A client asks you to begin quickly and you want a lightweight confirmation rather than a full contract.
When not to use it
- The engagement is large or ongoing — use a full service agreement that covers scope, revisions, and cancellation.
- The client's own procurement process requires a purchase order; issue or accept that instead.
- Terms are still being negotiated — wait until the price and scope are actually settled.
Information you will need
- The quotation number or reference and its date
- Names of the supplier and the client
- The agreed price, currency, and which option was chosen if there were several
- Any deposit required before work begins
- The expected start or delivery date
- A line confirming the client accepts the quotation's terms
- Space for the client's signature and date
Clauses included
Quotation reference
Identifies the exact quote being accepted by number and date, so there is no confusion with earlier versions.
Accepted scope and option
States which quoted items or option the client is accepting when the quote offered a choice.
Price and currency
Confirms the total agreed price and currency, matching the quotation.
Deposit
Notes any upfront payment required before work or ordering begins.
Validity
Records that the acceptance is within the quote's valid period, keeping the agreed price binding.
Start or delivery date
Sets when the supplier will begin or deliver once acceptance is confirmed.
Acceptance and signature
The client's signature or written confirmation that turns the quote into an agreed order.
What the guided builder asks
- 1PartiesWho is providing the money?
- 2AmountHow much is being provided?
- 3RepaymentWill it be repaid once or in installments?
- 4InterestWill interest apply?
- 5Late paymentWhat happens if a payment is late?
- 6Additional termsAdditional terms (optional)
- 7ReviewClauses included
- 8ExportExport PDF · Export DOCX
How to sign it
A quotation acceptance can be signed by hand, signed electronically, or confirmed by a clear written reply that quotes the reference number and price. Keep the accepted quotation and the acceptance together as one record.
For anything valuable, a signature is safer than a one-word 'yes' in chat, because it ties the client to the specific terms of the quote rather than a vague agreement.
Common mistakes
- Starting work on a verbal 'go ahead' and later disagreeing about which quote or option applied.
- Accepting after the quote's validity period expired, then arguing about whether the old price still holds.
- Leaving the deposit terms out, so the supplier begins without the agreed upfront payment.
- Not keeping the accepted quotation attached, so the accepted scope is unclear later.
- Treating acceptance as the whole contract for a large project that really needs a full agreement.
Frequently asked questions
Is an accepted quotation legally binding?
Once a client accepts a clear quotation, most legal systems treat it as an agreement to those terms. That is exactly why writing the acceptance down matters — it removes the argument about whether a deal was reached. For large or complex work, a full contract still gives you more protection.
Can a client accept a quote by email?
Yes. A reply that clearly accepts the quotation by its reference and price is usually enough to form an agreement. A signed acceptance form is simply cleaner evidence, especially if the quote had several options.
What if my costs change after the client accepts?
Once accepted within its validity period, the quoted price generally stands. If your costs are volatile, put a validity date and a note about price changes on the quotation itself, before it is accepted.
Do I still need an invoice?
Yes. The acceptance confirms the order; the invoice requests payment. Many suppliers issue a deposit invoice on acceptance and a final invoice on delivery.
How is this different from a purchase order?
A purchase order is issued by the buyer to order goods or services on their terms. A quotation acceptance is the buyer agreeing to the supplier's quoted terms. They achieve a similar result from opposite directions.
This template provides general document assistance and is not a substitute for legal advice. Legal requirements vary by jurisdiction, transaction type, and individual circumstances.