A quotation validity date is the last moment the seller agrees to sell at the stated price. After that day, the old quote does not automatically apply—the buyer must re-inquire or accept a new price.
Validity is a commercial boundary, not courtesy text. Buyers use the file to compare, approve, and brief finance. A price with no end date reads like a standing offer.
Write a calendar date—avoid vague phrases
Preferred: “This quotation is valid until 15 September 2026” or “Valid until 2026-09-15.” Both sides see the cutoff instantly.
Avoid: “Reply ASAP,” “valid indefinitely,” “price subject to confirmation,” “always valid.” Those phrases do not prove when the price expired.
If you use a day count, state the start: “Valid for 15 calendar days from the issue date.” Do not mix calendar days and business days.
How long should validity be?
Common windows are 7, 15, or 30 days, based on cost volatility and how fast the buyer decides.
Cost-sensitive items (metals, chemicals, imports, FX-linked): keep it short—7–15 days. Project or multi-approver deals may use 30 days, still with a fixed date.
Export quotes should also consider sailings and FX. Put validity next to the price or in the header notes—not only in the email body.
Validity ≠ lead time ≠ payment terms
Validity: until when the price holds. Lead time: how soon you deliver after the order. Payment terms: when money is due under invoice or contract. Keep them in separate fields.
A quotation is not an invoice. Validity answers “can they still order at this price,” not “when do they pay.” See Quotation vs invoice.
What to do after it expires
If the buyer replies after expiry with “order at the old price,” issue a new quote number with a new validity. Do not verbally patch an old PDF.
If costs or FX moved, say so and send the new price. Revoke the old share link and send a fresh one.
Make validity a required template field
In Quotely, add a Validity field in the header or notes so every quote requires a date. Company defaults can say “15 days by default,” then each quote sets the calendar day.
Send PDF or a read-only share link so buyers cannot edit the date. See Common quotation mistakes and How to create a quotation online.
One-sentence takeaway
A professional quotation must include a specific validity date; a price without a date should not be treated as a long-term lock. Put validity in the template by default instead of relying on memory.