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Quote acceptance form template

Short answer

A quote acceptance form is a short agreement in which a customer confirms they accept a supplier's quote, agrees the price, deposit and start date, and accepts basic terms on changes and cancellation. This template is free to fill in and download as a PDF, and you can send it for e-signature in Sign PDF with the Client's and Supplier's boxes placed for you.

Updated 25 October 2026

What's in this quote acceptance form

The full text. Words in brackets are filled in from the form above.

1. Acceptance. [Client name] (the Client) accepts quote [Quote number] dated [Quote date] from [Your business name] (the Supplier) for work at [Job address]. The quote forms part of this agreement.
2. The work. The Supplier will carry out the following work, as itemised in the quote: [Work in brief]. The work will be done with reasonable skill and care using materials of the quality described in the quote.
3. Price. The price for the work is [Quote total]. The price covers only the items in the quote.
4. Deposit and payment. The Client will pay a deposit of [Deposit] before work starts. The balance is due on completion, or at the stages set out in the quote, and is payable within 7 days of the Supplier's invoice.
5. Start date. The Supplier plans to start on [Planned start date]. The Supplier will tell the Client promptly of any delay caused by weather, supply problems or other matters outside its control.
6. Access. The Client will give the Supplier safe and reasonable access to the job address, with water and electricity, during normal working hours.
7. Changes. Any extra work or change to the work in the quote must be agreed in writing, with its price and any effect on timing, before it is carried out.
8. Cancellation. If the Client cancels after signing, the Supplier may keep from the deposit, or charge, the cost of work done and materials ordered that cannot be returned, and will refund any balance of the deposit within 14 days. This does not affect any cancellation right the law gives the Client.
9. Ownership of materials. Materials supplied by the Supplier remain the Supplier's property until the price has been paid in full.
10. Defects. The Supplier will put right, at no charge, any defect in its workmanship that the Client reports in writing within [Defects period] of completion. This does not cover damage, wear or misuse after completion.
11. Liability. Neither party is liable for indirect or consequential loss. The Supplier's total liability under this agreement is limited to the price, except for liability that cannot be limited by law.
12. Governing law. This agreement is governed by the laws of [Governing law], and the courts of that place have jurisdiction over any dispute arising from it.
13. Entire agreement. This form and the quote are the entire agreement about the work. If they conflict, this form applies. It may be signed electronically.
Signed by: the Client, the Supplier, each with a signature, printed name and date.

When to use it

Use it when a customer says yes to your quote and you want that yes in writing before you order materials or block out days: a kitchen fit, a rewire, a landscaping job, a print run, a catering booking. A text saying 'go ahead' does not show which quote, which price or what happens if the job changes.

Attach or refer to the quote by number and date, so the quote's line items become part of the agreement without retyping them.

What the key clauses do

These are the points that cause most disputes after a quote is accepted.

Acceptance: the client accepts quote number and date, so there is no doubt which version applies.
Price and deposit: the total and the deposit to be paid before work starts.
Changes: any extra work goes on a written change order with its price agreed first.
Cancellation: what the client pays if they cancel after materials are ordered.
Ownership of materials: goods stay yours until paid for.
Defects: you put right faults in your workmanship reported within an agreed time.

How to adapt it

Set the defects period to what you are comfortable standing behind, and say whether the quote total includes tax. If you work in customers' homes, many countries give consumers a right to cancel within a set number of days for contracts made away from your premises, and may require you to tell them about it; check the rules where you work.

This template is a starting point, not legal advice. For large jobs, building work with stage payments or regulated trades, have a lawyer or trade body check your terms.

Getting the quote acceptance signed

Fill in the boxes above and download the quote acceptance as a PDF, free and with no account. To get it signed, send it from Sign PDF: the signature, name and date boxes for the Client and the Supplier are already placed and labelled, so you only add each signer's email.

Each signer opens an email link, confirms a six-digit code sent to their inbox and signs in the browser on a phone or laptop, with no app and no account. When the last person signs, the boxes are written into the PDF, a certificate of completion is added at the end, and the file is sealed with a digital signature and a timestamp so any later change shows.

Customers can sign on a phone while you are still on site. The Full plan at $10 a month removes the monthly limit and lets you reuse the form as a template for every quote.

Questions people ask

Is a signed quote a contract?

Once the customer accepts it, a quote usually forms a contract on its terms. A signed acceptance form makes the price, deposit and terms clear and gives you proof of who agreed.

Can I take a deposit with this form?

Yes. Enter the deposit amount. The form says work starts once the deposit is paid and explains what happens to it if the client cancels.

What if the job changes after the quote is accepted?

Use a change order. This form says extra work needs a written change with its price agreed before it is done.

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See every signature, initial and date box placed before you sign up. Sending starts at $5 a month, monthly, cancel any time.

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