How to create a custom order form - 3 easy steps

Step 1: Agree the commercial terms

Your custom order form will set out the details of your specific transaction. Agreeing this in writing with the other party can be key to avoiding future misunderstandings or disputes.

The commercial details that need to be agreed between the parties could include, for example:

1. What is being supplied - a detailed description of the products or services being ordered should be set out. This should include specifications, service scopes and any other relevant details to ensure both parties are clear on what is being ordered/supplied.

2. How much is being supplied - the quantities of any order should be set out so it’s clear how much is being ordered.

3. When is it being supplied - performance/delivery dates should be outlined, when known.

4. How much does it cost - the custom order form should clearly outline the price for each item or service. It should specify whether the prices are fixed, and include any applicable taxes or other fees.

Step 2: Incorporate legal terms and conditions

One of the advantages of creating a custom order form is that it can be used as a tool to agree legal terms and conditions with customers. Terms and conditions set out the key legal terms that apply to the order, including the obligations that both parties must comply with, any restrictions on use by the customer, limitations on liability and termination rights. If terms and conditions are properly incorporated into a custom order form, the terms and conditions will also apply to the order (as well as any terms set out in the custom order form itself).

The type of terms and conditions that are incorporated into the custom order form will depend on the nature of the specific transaction, and whether you are the buyer/seller. Docue has a range of templates to suit different scenarios and each one can be adapted so that it is a set of terms and conditions - find out which one is right for you below:

1. Services Agreement - where you are using the custom order form to sell services to a customer;

2. Supply of Goods Agreement - where you are using the custom order form to sell physical goods / products to a customer;

3. Supply of Goods and Services Agreement - where you are using the custom order form to sell both services and physical goods / products to a customer;

4. Purchase Agreement - where you are a customer purchasing goods and/or services from a supplier; or

5. Recruitment Services T&Cs - where you are using the order confirmation to sell recruitment services to a customer.

Step 3: Get the custom order form signed

You should get your custom order form signed. This will show that both parties (i.e. the supplier and the customer) agree to the terms set out in the custom order form (including any incorporated terms and conditions) and accept the content.

Getting your custom order form signed will create a legally binding agreement between you and the other party involved. As the custom order form will outline the terms and conditions of the transaction, having it signed creates a legal basis for enforcing the agreed-upon terms in case of any disputes or misunderstandings.

Having a custom order form signed also ensures that both parties are on the same page regarding the details of the transaction. It minimises the risk of miscommunication or misunderstandings by clearly stating the expectations, quantities, prices and any other relevant terms.

Finally, signed order forms provide a tangible record of the transaction. This documentation can be crucial for record-keeping, auditing and compliance purposes.

Find out more by reading these FAQs.

How can Docue help?

Docue’s order form template can easily be customised to suit your business’s needs. All you need to do is answer a series of simple questions, and the document will be automatically updated in real time to create a custom order form.

Docue’s e-signature function can be used to get your custom order forms signed. Unlimited e-signatures are included in all Docue plans.

Do you want to ensure your signed custom order forms are easily accessible but also stored securely? Use Docue Drive to store your documents safely. Docue Drive brings your contracts and other documents to one secure and manageable place. It doesn't just archive your documents, it brings them to life with dates, attachments and tags.

Sign up now to use Docue's custom order form template.