Sales Order Template
A sales order confirms what a customer is buying, at what price, and on what terms, before fulfillment begins. The full order form is printed on this page — line items, totals, delivery, acceptance, and returns — and you can download it as a .docx or open it as an editable CalmSign document. Your buyer signs from a link with no account, and the order is sealed and logged on completion.
Free · no signup to download · no account needed for signers
A good fit when…
- Sales teams confirming an order before delivery or invoicing
- Small businesses formalizing a purchase with a signed record
- Vendors who want clear, signed terms attached to each order
- Buyers who need a documented confirmation of what they agreed to
Every clause in the file
- Order number, order date, and quote reference
- Seller and buyer details with billing and delivery addresses
- An itemised line-item table with quantity, unit price, and line total
- Subtotal, discount, shipping, tax, and order total
- Payment terms, deposit, and late payment interest
- Taxes and duties, including exemption handling
- Delivery, shipping method, and what happens if a date slips
- Title and risk of loss, set at delivery
- Inspection and acceptance window
- Returns, restocking, and cancellation
- Limited warranty and a capped limitation of liability
- Order of precedence over a buyer purchase order, plus governing law
- Signature blocks (draw or type) for buyer and seller with signing order
Read the whole Sales Order
The complete text is below — nothing withheld, nothing behind a signup. Copy it, download the .docx, or open it as an editable CalmSign document and send it for signature.
Sales Order
Order Number: [SO-0000] · Order Date: [Date] · Quote Reference: [Quote No.] · Valid Until: [Date]
1. Seller and Buyer
Seller: [Seller Legal Name], [Seller Address], [Seller Contact Name, Email, Phone]. Buyer: [Buyer Legal Name], [Buyer Address], [Buyer Contact Name, Email, Phone]. Bill to: [Billing Address]. Deliver to: [Delivery Address].
2. Order Details
Line 1 — [Description]: quantity [qty] at $[unit price] = $[line total]. Line 2 — [Description]: quantity [qty] at $[unit price] = $[line total]. Line 3 — [Description]: quantity [qty] at $[unit price] = $[line total]. Add or remove lines as needed.
3. Totals
Subtotal $[amount]. Discount [percentage]% = -$[amount]. Shipping and handling $[amount]. Sales tax or VAT at [rate]% = $[amount]. Order total $[amount] in [USD].
4. Payment Terms
A deposit of [50]% ($[amount]) is due on signature. The balance is due [net 30 days from the invoice date / on delivery]. Payment is by [bank transfer / card / cheque] to the account shown on the invoice. Undisputed amounts more than [15] days overdue accrue interest at [1.0]% per month or the maximum rate permitted by law, whichever is lower. Seller may withhold delivery until the deposit is received.
5. Taxes and Duties
Prices are exclusive of sales, use, VAT, excise, and similar taxes, and of customs duties and import fees, all of which are the Buyer responsibility. If Buyer is exempt, Buyer shall provide a valid exemption certificate before delivery, failing which Seller shall charge tax at the applicable rate.
6. Delivery
Seller shall use reasonable efforts to deliver by [Requested Delivery Date] via [shipping method / carrier], [Incoterm, for example FOB Origin or DAP Buyer Address]. Delivery dates are estimates and are not of the essence unless expressly stated. Seller shall notify Buyer promptly of any expected delay of more than [5] business days, and the parties shall agree a revised date in writing.
7. Partial Shipments
Seller may deliver in instalments and invoice each instalment separately. A shortfall or defect in one instalment does not entitle Buyer to reject the remainder of the order.
8. Title and Risk of Loss
Risk of loss or damage passes to Buyer on delivery to the delivery address or, where Buyer arranges collection, on collection by Buyer carrier. Title to the goods remains with Seller until Seller has received payment in full for this order.
9. Inspection and Acceptance
Buyer shall inspect the goods or services on delivery and shall notify Seller in writing of any shortage, damage, or non-conformity within [7] days. Goods not rejected within that period are deemed accepted. Seller shall, at its option and at its own cost, repair, replace, or credit any item properly rejected.
10. Returns and Cancellation
Standard stock items may be returned within [14] days of delivery, unused and in original packaging, subject to a [15]% restocking fee. Custom, made-to-order, and perishable items are non-returnable. Buyer may cancel this order before production or shipment begins on written notice, and shall reimburse Seller for materials ordered and work performed up to the cancellation date.
11. Limited Warranty and Liability
Seller warrants that the goods will be free from defects in material and workmanship, and any services performed with reasonable skill and care, for [12] months from delivery. Buyer sole remedy for breach of this warranty is repair, replacement, or refund at Seller option. To the extent permitted by law, all other warranties are excluded, neither party is liable for indirect or consequential loss or lost profits, and Seller total liability for this order is limited to the order total.
12. Governing Terms and Law
This Sales Order, together with any document it expressly incorporates, is the entire agreement for this purchase. Any additional or conflicting term in a Buyer purchase order, portal, or acknowledgement has no effect unless Seller accepts it in writing. This order is governed by the laws of [State/Country], and the parties submit to the exclusive jurisdiction of the courts located in [County or City, State/Country].
13. Signatures
By signing below, each party confirms the order details above and agrees to the terms of this Sales Order.
Every block is editable before you send. Replace each [bracketed placeholder] with your own details.
What each clause does
Plain-English notes on the clauses worth a second look before you send, and on what to change when your situation differs from the default.
Line items
Give every line a quantity and a unit price even when the quantity is one. It makes a partial delivery, a partial credit, or a later dispute about one item straightforward to settle against the order.
Payment terms
A deposit on signature is the norm for made-to-order work and the fastest way to reduce your exposure. Set the deposit, the balance trigger, and the late-payment rate as one decision.
Title and risk of loss
These are two separate moments and it pays to keep them apart. Risk usually passes at delivery, while title is often retained until payment clears, which is what lets a seller recover goods from a buyer who never pays.
Inspection and acceptance
A short, explicit acceptance window turns silence into acceptance. Without one, a buyer can raise a defect months later and you have no clean answer.
Returns and cancellation
Say what is returnable and what is not. Custom or made-to-order items are conventionally non-returnable, and it is much easier to establish that here than in an argument after production has started.
Order of precedence
Buyers often issue a purchase order carrying their own standard terms on the back. This clause states that the signed sales order governs, which is the whole reason to have the buyer sign it.
Common questions
Does my customer need an account to sign the order?
No. They open the signing link and confirm the order in the browser, with no signup needed.
How is a sales order different from an invoice?
A sales order confirms the agreed purchase and terms before fulfillment, while an invoice requests payment after goods or services are delivered.
Can I list the line items and totals myself?
Yes. The template uses editable text and input blocks, so you can enter your items, quantities, pricing, and terms before sending.
Is the signed order protected and traceable?
Yes. Each finalized order is sealed with a SHA-256 tamper seal, and a timestamped audit trail records when it was created, sent, opened, signed, and completed.
What if the buyer sends their own purchase order with different terms?
That is exactly what clause 12 is for. It states that this signed sales order governs and that any conflicting term on a buyer purchase order or portal has no effect unless the seller agrees to it in writing.
When does the customer legally own the goods?
Under this template risk of loss passes to the buyer on delivery, while title stays with the seller until the order is paid in full. Both points are set out in clause 8 and can be changed to suit your terms.
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