How to record quote validity and price-change triggers

A quotation can look complete while its price expires before the buyer finishes sample approval. Ask for a specific validity date and the conditions under which price may change. “Subject to market” is a prompt for clarification, not a usable formula.

Pin down the offer

Capture currency, quantity, specification revision, delivery term and named place, payment schedule, and included charges on the same quote. Ask whether changes in raw material, freight, or exchange rates can reopen the offer, and what notice and evidence the supplier would provide. Do not assume a price remains available after a scope change.

Protect the decision timeline

Compare the validity date with your approval, sampling, and funding dates. If the offer will expire, request an extension or a fresh quote before issue of the purchase order. Retain both versions and mark which one won approval. A later email with a new number should not silently replace the cost basis used to choose the supplier.

Worked expiry entry

Suppose approval will occur on 20 October. Use the RFQ builder to issue the current product scope, then ask bidders to state a validity date that covers that decision. If Supplier A expires on 10 October, label its offer “extension required” and request a new dated quote. Common error: retaining the old number in the final comparison after a supplier emails a different price. Keep each quote version and compare the same quantity and delivery scope again.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.