How to write quote validity periods and payment terms
How long should a quote be valid, and how do you word payment and delivery terms? A practical guide with example wording, including for currency-linked prices.
The most overlooked part of a quote is the last few lines: validity period, payment terms, delivery time. Yet most disputes after an order start right here. Well-written terms protect you and help the client decide faster.
How long should a quote be valid?
For products with frequently changing prices, 7 to 15 days is common. For services with more stable pricing, 30 days is typical. If you are quoting imported goods or prices tied to an exchange rate, keep the period short. A short window is also a polite nudge for the client to make a decision.
What to write when prices depend on exchange rates
If your prices are in a foreign currency, state clearly which exchange rate applies and on which date. For example: "Prices are quoted in EUR. The exchange rate published by our bank on the invoice date will apply." That way nobody gets a surprise when the order is placed.
Payment terms
Write the deposit percentage, when the balance is due and which payment methods you accept. For example: "50% with order, 50% on delivery, by bank transfer." If you offer credit terms, state the number of days and the date they run from.
Delivery and installation
State what the delivery period runs from: the order date, receipt of the deposit or an approved design? If installation and commissioning are not included in the price, say so on a separate line.
Warranty
Keep the warranty period and scope short: "Products carry a 2-year manufacturer's warranty from the invoice date. Damage caused by misuse is not covered."
A ready-to-use template
- Prices exclude VAT/sales tax.
- This quote is valid for 15 days.
- Payment: 50% with order, 50% on delivery.
- Delivery: 2 weeks from the order date.
- Installation and commissioning are included / not included.
- Warranty: 2 years from the invoice date.
Instead of retyping these terms on every quote, save them once and add them automatically. Use the expiry date for your follow-up too: calling the client the day before the quote expires is the easiest way to speed up a decision.