A quote without an expiry date is a pricing promise with no end date. Setting one correctly takes 30 seconds and protects you from the client who rediscovers your quote six months after you sent it and expects the original price.
Here’s how to approach expiry dates practically—what timeframes to use, where to put them in the document, and what to say when a quote expires before a client accepts.
Why expiry dates matter
Without an expiry date, several problems can occur:
Price changes. Your costs change—software subscriptions, subcontractor rates, your own pricing as you gain experience. A quote sent eight months ago at $4,000 may no longer reflect what the project actually costs you.
Capacity changes. You were available in January. It’s now August and your schedule is booked. The expired quote implied availability that no longer exists.
Scope drift. Time passes and the client’s understanding of the project evolves. When they come back to “accept” an old quote, they may have expanded the scope in their head while expecting the original price.
No urgency. Clients who know a quote never expires have no reason to decide. An expiry date creates a natural deadline.
Recommended validity periods
30 days — standard for most service quotes Works well when your pricing is based on fixed rates that don’t fluctuate. Most clients can make a decision in 30 days, and it’s long enough to not feel rushed.
14–21 days — appropriate when:
- Your quote involves subcontractors whose rates may change
- You have limited availability and want to create real urgency
- The project timeline is time-sensitive
- You’re in a competitive bidding situation and want faster decisions
7–14 days — appropriate when:
- Material costs are volatile (e.g., print production, physical goods)
- You’re operating at near-full capacity and can’t hold slots long
- Industry norms in your sector expect fast decision turnaround
60–90 days — use sparingly, for:
- Long procurement cycles (enterprise or government clients)
- Annual budget planning scenarios where the decision timeline is known to be extended
- Situations where you’re explicitly told the decision will take months
Where to put the expiry date
The expiry date should appear in two places:
In the quote header:
Quote Date: May 27, 2026
Valid Until: June 26, 2026
Put this alongside the quote number and issue date. It’s part of the core metadata, not an afterthought.
In a footer or terms statement:
This quote is valid until June 26, 2026. After this date, pricing and availability are subject to change.
The two-location approach means clients can’t credibly claim they missed it.
An expiry date isn’t a sales tactic—it’s a business protection. The urgency it creates is a byproduct, not the purpose. Price your quotes honestly and set validity periods that reflect real constraints.
Wording templates for expiry clauses
Standard (30-day):
This quotation is valid for 30 days from the date of issue. Pricing and availability are subject to change after this date.
Short validity (14-day):
Due to fluctuating [material costs / scheduling constraints], this quote is valid for 14 days from [issue date].
For competitive situations:
To secure the proposed rate and timeline, please confirm your acceptance by [date].
Soft urgency (without alarm):
This quote is valid until [date]. We’d be happy to discuss any questions before then.
What to do when a quote expires before the client accepts
If you can still honor the quote: Send a follow-up extending the validity by a specific additional period. “I’ve extended the validity on this quote through [new date]—let me know if you have any questions.”
If pricing has changed: Send a revised quote with updated pricing. Explain briefly if needed: “My rates have increased since I sent this in January—the updated quote reflects current pricing.”
If you’re no longer available in the original timeframe: Reissue with updated availability dates and note the change.
What you should not do: honor an expired quote that no longer works for you out of social pressure. The expiry clause exists precisely to prevent that situation. A client who expects you to honor a 10-month-old quote is asking you to waive your own protection—and you’re not obligated to.
Using expiry dates in your quoting workflow
If you’re using spreadsheet or word processor templates, set a calendar reminder for each quote you send so you know when to follow up as the expiry approaches.
If you use dedicated quoting software, most tools track expiry dates automatically and can send you alerts—or even automated reminders to clients—as the deadline approaches. This removes the manual tracking burden and ensures you don’t let quotes expire without a follow-up.
Consistent use of expiry dates signals professional competence and protects your pricing. It’s one of the highest-leverage habits to build into your quoting routine.
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