A supplier’s quotation can remain in an inbox long after the period for accepting it has passed. The price may still be useful as historical information, but it should not quietly become the current purchasing assumption.
Record the quotation date and validity wording as soon as it arrives. “Valid for 30 days” needs a clear starting point, while a specific expiry date is easier to track. If the wording is ambiguous, ask the supplier to clarify it.
Read the offer as a package
Check the product specification, quantity, currency, taxes, delivery charges and payment terms. A quoted price may depend on ordering a particular quantity or taking delivery within a particular window.
Separate validity from lead time. An offer valid until Friday does not necessarily promise delivery by Friday. Ask when the lead-time clock begins and whether availability is reserved or subject to confirmation.
In a fictional comparison, Supplier A quotes 1,000 including delivery and Supplier B quotes 950 plus an unspecified freight charge. The lower headline number is not yet a lower comparable total. An expired quotation adds another uncertainty rather than resolving the choice.
Refresh the quotation before commitment
If internal approval takes longer than expected, request a revised or reconfirmed quotation through the established contact channel. Ask whether the price, specification and delivery assumptions all remain the same. Keep the reply with the purchasing record.
Use version numbers or dates to distinguish replacements. Mark an old quote as superseded so that another team member does not issue an order against it accidentally.
The legal effect of a quotation or acceptance depends on its terms and the applicable law. For a significant commitment, use the organisation’s procurement process and obtain appropriate advice where needed. The practical habit is straightforward: make sure the document being approved describes an offer the supplier is still prepared to make.