A client going quiet for weeks and then returning to accept a quote you sent in January is a common freelance scenario. Knowing what to do — and what you’re actually obligated to honor — makes the conversation straightforward instead of awkward.
What an expired quote means legally
When you include an expiry date on a quote, you’re making a time-limited offer. Once that date passes, the offer lapses. The client cannot create a binding contract by accepting an expired quote.
This applies whether your quote says “valid for 30 days,” “expires on [date],” or similar language. The specific wording matters less than the fact that an expiry date was included.
If your quote had no expiry date, the situation is less clear. In most jurisdictions, an offer without a stated expiry is valid for a “reasonable time” — which courts often interpret as 30–90 days depending on the context. If a client tries to accept a 14-month-old quote with no expiry date, you’re in murkier territory, but you still have practical grounds to reissue at a current price.
The simpler solution: always include an expiry date on every quote going forward.
The three things that may have changed
When a client comes back after a quote expires, check three things before you respond:
1. Your availability. Does the project still fit in your schedule? If the original quote assumed an April start date and it’s now September, you may be booked or have a different workload. You’re not obligated to start immediately just because they’re now ready.
2. Your costs. If your rates have increased, you have a subcontractor whose price has changed, or the project involves materials with different pricing, the original quote no longer reflects reality. Update the price.
3. The scope. Projects often evolve between the initial quote and when the client decides to proceed. If the client now wants more than what was quoted, that needs to be reflected in the new quote. Don’t assume the scope is unchanged.
How to respond when a client accepts an expired quote
You have three options:
Option A: Reissue at the same price. If nothing has changed, create a new quote with today’s date, a new expiry date, and the same pricing. Send a short note:
“Happy to move forward! The original quote has expired, so I’ve reissued it with an updated date. The pricing is the same — let me know if you have any questions before signing.”
Option B: Reissue at a revised price. If your costs or rates have changed:
“Great to hear from you — I’d love to move forward. The original quote has expired and my rates have updated since then, so I’ve reissued it with current pricing. Happy to walk through any changes.”
Be straightforward, not apologetic. Prices change. This is not a confrontation.
Option C: Decline. If your availability has changed significantly or you’ve taken on other commitments that make this project no longer feasible:
“Thanks for getting back to me — I appreciate your patience. Unfortunately my availability has changed since the original quote, and I’m not able to take on this project at this time. I’d be happy to refer you to [someone] if that would be helpful.”
This is rare, but it’s a legitimate outcome. Expiry dates exist precisely for this reason.
Using Waco3 to manage quote expiry
With Waco3, your quotes include expiry dates by default and you can see at a glance which quotes have lapsed. When a client comes back on an expired quote, you can clone the original quote, update the date and any pricing, and resend — without rebuilding from scratch.
The 30 seconds it takes to reissue a quote is almost always worth it. Clients who come back after an expiry often convert — they just needed more time.
Ready to send stronger proposals?
Build, send, and track proposals in one place so follow-up is easier.
Start your free trial →
