Quote validity reminders

Quote expiry reminder email and SMS examples

Use the validity period already written on the quote. A useful reminder names the real date, offers clarification, and makes the next decision easy—without inventing scarcity or pretending expiry is an automatic rejection.

Before sending any expiry reminder

Check the issued quote, not a remembered default. Confirm its number, issue date, written validity period or fixed expiry date, scope, price, and current status. Also check that it has not been accepted, declined, replaced, withdrawn, or answered through another channel.

If the quote has no written expiry or validity term, do not add one in a reminder. Ask for a decision or explain that you need to reconfirm pricing and availability after a stated review date. The quote terms and your normal acceptance process control—not this template or a date calculator.

1. Receipt message: point out the written date

This belongs near the original send, when the customer may not have noticed the validity term.

Subject: Quote [number] for [work] Hi [First name], I have sent quote [number] for [work]. It states that it is valid until [date]. Please let me know if it arrived correctly or if you would like anything in the scope clarified before then. Thanks, [Your name]

2. Pre-expiry reminder: invite questions

Send this only while there is still useful time to answer. Do not say “last chance”, “prices are going up”, or “the slot will be gone” unless each statement is true and supportable.

Hi [First name], a quick note that quote [number] states it is valid until [date]. If you are still considering it, is there anything about the scope, timing, or price you would like me to clarify? If you are not proceeding, a short reply is useful too. Thanks, [Your name]

3. Expiry-day decision message

Expiry is a boundary for the existing offer, not proof that the customer rejected it. Say what you will do operationally and what would need to be checked later.

Subject: Quote [number] reaches its stated validity date today Hi [First name], Quote [number] for [work] reaches its stated validity date today, [date]. Would you like to proceed under the quote, ask a question, or have me close it for now? If you return to it after today, I can confirm the current scope, price, and availability before any acceptance. Thanks, [Your name]

4. Post-expiry closeout

Do not imply that silence accepted or declined the quote. Close your own pipeline record and stop following up unless the customer asks to revisit it.

Hi [First name], quote [number] reached its stated validity date on [date] and I have not heard back, so I will close it in my open-quote list rather than keep chasing. If you want to revisit the work later, reply and I can confirm the current scope, price, and availability. Thanks, [Your name]

Calculate the date from the written term

The free quote expiry date calculator adds a stated number of calendar days to the real issue date. It runs in your browser. Use the fixed date on the quote when one is written, and review any term that counts business days or specifies a time.

Stop conditions still apply

Stop immediately after a decline or stop-contact request. Do not send an expiry reminder when another person is handling the conversation, during a dispute, or where it conflicts with a regulated or contractual process. If the customer asks for more time, respond to that request directly instead of continuing an automated sequence.

Need one clean final message?

The A$1 Final Follow-up Card includes three editable closeout tones and a 60-second pre-send check. It is a one-time download, not a subscription, and it cannot guarantee a response or sale.

Get the A$1 card Use the free calculator