US Sales Quote / Commercial Quote template

Overview

A sales quote (or commercial quote) is a seller's proposal of price and terms for specified goods or services, given to a prospective buyer before a binding contract is formed. Under US law, a quote is generally treated as an invitation to negotiate or, at most, an offer that the buyer can accept to form a contract — it is not itself a binding contract until accepted, and whether it even qualifies as an "offer" capable of acceptance (as opposed to a mere invitation to make an offer) depends on how definite and committed its language is. A quote phrased loosely ("pricing subject to change," "budgetary estimate only") signals an invitation to negotiate, while a quote with firm pricing, quantities, and an explicit validity period functions more like a formal offer under general contract law and, for goods, Article 2 of the Uniform Commercial Code. A quote for goods also interacts with the UCC §2-207 "battle of the forms" rule once the buyer responds with its own purchase order: if the buyer's PO contains different or additional terms than the quote, those differences are resolved under §2-207's rules for merchants, which can result in either party's boilerplate terms prevailing depending on how the documents are drafted and who objects. A well-drafted quote should state clearly whether it is intended as a binding offer, and should reserve the right to reject conflicting terms in any subsequent buyer purchase order. There is no federal statute mandating the form or content of a commercial quote; state contract law and, for regulated products (certain financial products, insurance, and consumer goods with specific pricing-disclosure rules), sector-specific statutes may impose additional requirements. When to use it: to formally propose pricing and terms for goods or services to a prospective business customer before a purchase order or signed agreement is in place. Key clauses: description of goods or services quoted; itemized pricing; quote validity period, after which the pricing is no longer guaranteed; whether the quote constitutes a binding offer capable of acceptance, or is non-binding pending a signed agreement; delivery or performance timeline; payment terms; and, if for goods, a statement that acceptance is limited to the quote's own terms notwithstanding any conflicting terms in the buyer's purchase order. Pitfalls to avoid: using vague, non-committal pricing language when the seller actually intends the quote to be binding on acceptance, which can create ambiguity about whether and when a contract was formed; omitting a validity period, leaving the seller theoretically bound to outdated pricing indefinitely if a court finds the quote was a firm offer; and, for a quote on goods, failing to address how conflicting terms in the buyer's eventual purchase order will be resolved under UCC §2-207.

Information to customize

• Seller's legal name

• Seller's address

• Prospective buyer's name

• Quote number

• Description of goods/services quoted

• Itemized pricing

• Quote validity period

• Is this quote intended as a binding offer capable of acceptance?

• Delivery or performance timeline

• Payment terms

• Date the quote is issued

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Frequently asked questions

Is a quote legally binding on us once we send it?

It depends on how it's drafted. A quote with firm, specific terms and a stated validity period can function as a binding offer that the buyer can accept to form a contract. A quote with provisional, budgetary language is generally treated as an invitation to negotiate, not a binding offer. State clearly which one you intend.

How long should our quote stay valid?

There's no fixed legal requirement, but stating an explicit validity period is important — without one, a court could potentially find the pricing remains a standing offer longer than the seller intended, especially if the quote's language is firm and specific.

What happens if the buyer sends a purchase order with different terms than our quote?

This is governed by UCC §2-207, the "battle of the forms" rule, for goods transactions. Whichever party's terms ultimately control depends on the specific language of both documents — including this quote's clause reserving the right to reject conflicting terms.

Do we need to itemize pricing in detail?

It's not a strict legal requirement, but itemized pricing reduces ambiguity about what was actually quoted and helps establish that firm, specific terms were offered if a dispute arises over whether a binding offer was made.

Is a commercial quote governed by the Uniform Commercial Code?

For goods, yes, once it results in a contract — Article 2 of the UCC, as adopted by the applicable state, supplies default rules for formation, delivery, and remedies. For pure services, general state contract law applies instead.

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