A quote validity period tells the customer how long the price and terms stand. Too long, and rising material costs eat the margin; too short, and the customer feels pushed into a decision. Pick a period you can honor, write it plainly on the quote, and decide in advance what happens when it ends.
Choose a period that matches your costs
There is no single period that suits every trade. Many service firms use 30 days as a default because it covers a normal decision cycle while keeping material prices close to current. Shorten it when the quote depends on volatile items — copper, cable, cylinders, heat pumps, or a supplier price that is only held for two weeks. Lengthen it when the customer has to wait for a landlord, lender, or grant decision, but plan to review the costs before you accept.
Write the validity terms on the quote
Write the expiry as a date, not only as a number of days: “This quote is valid until November 5, 2026.” Say what the period covers — the price, the described scope, and any listed options — and what it does not, such as a start date or a particular technician. If part of the price depends on a supplier, say so in one sentence rather than hiding it in the small print.
Follow up before the quote expires
An expiry date is a natural, honest reason to get in touch. A short message a few days before it ends — “The quote for [work] is valid until [date]. Would you like to go ahead, change anything, or should I let it lapse?” — gives the customer a decision point without inventing urgency. Do not send it if the customer has already told you they are postponing; contact them on the date they gave instead.
Decide what happens after expiry
When the date passes, the quote should not silently stay open. Review materials, labour, and availability, then either confirm the original price in writing, issue a revised version with its own reference, or close the record. If a customer accepts an expired quote, check before you confirm: honoring an old price can be a good gesture, but it should be a decision, not an accident.
A validity check for every quote you send
Before a quote goes out, check four things: an expiry date written in full, a note on any items whose price may move, the person who will review the quote if the customer accepts late, and a reminder scheduled a few days before the date. If any of these is missing, fix it before sending, not after the customer replies.
Track expired quotes separately from declined ones. An expired quote that nobody followed up is a lost decision, not a lost customer. Reviewing them once a week shows whether the period is too short for your customers or whether the follow-up simply never happened.
Frequently asked question
Is a quote still binding after it expires?
Once the validity date has passed, the offer has lapsed and the business can review the price before agreeing to the work. Many firms still honor a recently expired quote, but they confirm the price and scope in writing first. For a specific dispute, take advice that applies to your country and contract.