Most South African service businesses set quotation validity at 14 to 30 days. Thirty is the common default. Shorter periods are normal where material prices move quickly.
Choosing the quotation validity period
| Situation | Suggested validity |
|---|---|
| Labour-only services with stable rates | 30 days |
| Work with a material component | 14 days |
| Imported goods or anything exchange-rate sensitive | 7 days |
| Large projects with a long decision cycle | 30 days, with a note that material prices are subject to confirmation |
The period is a commercial decision, not a rule. What matters is that there is one. A quotation with no validity date is an open offer, and a client who accepts it eight months later is entitled to expect the price.
What to do when someone accepts late
You are not bound by an expired quotation. Reply, thank them, and reissue at current prices with a new quote number. Reference the old one so the record is clean.
If the price has not moved, honour it anyway and say so. It costs nothing and it is remembered.
Where to put it
Near the total, not in small print at the bottom. The two figures a client looks at are the amount and the date it expires. Phrase it plainly: Valid for 30 days from date of issue.
Common questions
Does a validity period have legal force?
It limits how long your offer stands. Once it lapses there is no offer left to accept.
Can I extend a quotation?
Yes. Confirm the extension in writing with a new date, so there is a record.
Should recurring clients get a validity date?
If they work on agreed rates, a standing rate schedule is usually more practical than repeated quotes.
Set the validity period once and it appears on every quote you send.
Create a professional quotationDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
