- Close the quote before costs or capacity shift.
- Write one clear expiry date and state what happens after it. Do not hide mandatory charges or leave the customer guessing.
- Use a short review before acceptance instead of promising that an expired price will still work.
How long is a quote valid for? For most small firms, a quotation validity period lasts between 14 and 30 days depending on supplier costs, team capacity, and project scope. Setting a firm expiry window prevents unexpected cost spikes before acceptance.
A validity period gives both sides a clean decision point. It says how long the price, scope and expected start window can be trusted. No single period fits every job. It comes from the shortest dependable promise inside the job.
How long is a quotation valid for: 14 vs 30 days
List the inputs needed to deliver the work. Include materials, freight, subcontractors, permits, exchange rates, labour capacity and any outside booking. Beside each item, write how long its price or availability is firm.
Your quote should normally expire before the first important input becomes uncertain. If a supplier holds a price for 14 days, a 30-day customer quote creates an uncovered gap. You can ask the supplier for a longer hold, shorten the customer window, or add a clear review clause.
Business.gov.uk advises exporters to agree the time frame for price validity and assess the long-term risk. The setting is export negotiation, but the operating lesson is wider: a price promise has a time cost.
Use a simple four-part check
| Check | Question | Shorter window when… |
|---|---|---|
| Cost | How long are input prices firm? | Materials, freight or exchange rates move often |
| Capacity | How long can you hold the planned start? | Your team or subcontractors book quickly |
| Scope | How stable are the job details? | Site facts, quantities or approvals are incomplete |
| Customer process | How long does approval usually take? | Several people must approve and assumptions may age |
Do not shorten the window just to create urgency. Use it to match real exposure. If the customer needs more time, offer to refresh the quote on a stated date.
Build the price from a floor, not a feeling
Before setting the expiry date, know the lowest price the job can support. Count the direct delivery cost, the share of overhead needed to run the business, and a reasonable margin. The U.S. Small Business Administration explains that break-even work should include fixed costs, selling price and variable costs. It also treats the result as an estimate, not perfect foresight.
Link this check to your own records. The service-business gross-margin guide helps you decide which delivery costs belong in the job. The cost-audit plan helps catch subscriptions, fees and renewals that often get missed.
Labelled example: A repair firm estimates £620 for parts, £480 for labour and £100 for travel. It adds £300 for overhead and target profit, making a £1,500 quote. The parts supplier holds its price for 12 days. The firm sets the quote to expire in 10 days, leaving two days to place the order after acceptance. These numbers are illustrative, not a benchmark.
Write the expiry rule in plain language
Put the issue date and expiry date near the total, not in a remote terms page. State whether acceptance means a signed quote, an online approval, a deposit, or another agreed step. Name any items that are allowances rather than fixed prices.
For UK consumer sales, current Competition and Markets Authority guidance says pricing information should include mandatory fees, taxes and charges. It warns against adding unavoidable costs late in the buying journey. A validity date does not excuse an unclear total.
Use wording such as: This quote is open for acceptance until 5:00 p.m. on 15 September 2026. After that time, we will confirm price, scope and start date again before work begins.
Avoid wording that claims the price will rise after the deadline unless that is true. Avoid a countdown that resets. The date should help the customer understand the offer, not manufacture pressure.
Keep scope and timing beside the price
A firm total can still fail when the scope is vague. List the included work, key assumptions, customer duties and excluded items. For a project, add the expected start window and how long that slot can be held.
Connect acceptance to cash timing too. If a deposit or staged payment is required, write the amount and due date. Then test the dates in your four-week cash-flow forecast. A quote that wins work but creates a payroll gap is not ready to send.
If the customer asks for different payment terms, use the payment-terms guide to set an exposure limit and a calm stop rule.
Connecting your quotation validity terms to post-acceptance workflows keeps cash steady. Once a quote turns into a job, standardising your billing routines with our guide on late invoice payment chase plans and tracking customer default safeguards under VAT bad debt relief rules helps safeguard small-business working capital.
Use this five-minute send check
- Confirm the total covers the current scope and delivery cost.
- Check when supplier prices and subcontractor offers expire.
- Check the first realistic start date and how long capacity can be held.
- Add one exact expiry date, acceptance method and refresh rule.
- Save the assumptions with the quote so a later review uses the same facts.
Do not overwrite an expired quote. Create a new version, date it, and show what changed. That record protects the customer as well as the business.
Frequently asked questions
Is 30 days the standard quote-validity period?
No universal period fits every business. Choose a window that matches firm supplier prices, capacity and scope, then explain it clearly.
Can I honour an expired quote?
Yes, if you recheck the costs, scope and timing first. Confirm in writing that the old terms still apply or issue a fresh version.
Should a deposit extend the validity period?
Acceptance and payment rules are separate. State whether a deposit is required to secure the price or booking, and what happens if it is late.
Can I change only the price after expiry?
You can, but review the whole offer. Scope, delivery dates, availability and payment terms may also have changed.
Sources and scope
Business.gov.uk: handling price negotiations · UK Competition and Markets Authority: price transparency · U.S. Small Business Administration: break-even point. This article is general business information, not legal, tax or accounting advice. Contract and consumer rules vary, so get qualified help where the risk is material.