Quote Expiry Reminder Email: Four Templates to Send Before the Validity Date

BOTrento Team13 October 20268 min read

Why an expiry reminder is different from a normal follow-up

A normal follow-up asks "any thoughts?" and leaves the timing to the client. An expiry reminder has a fixed date with a real reason behind it, so you can send it without inventing an excuse.

That only works if the validity date actually means something. If you'd happily honour the same price months later, don't pretend you wouldn't. A sensible validity period reflects things you don't control:

• Supplier or hire-in prices that are only fixed for a limited time.
• Availability: equipment, venue slots or crew you're provisionally holding.
• Your capacity: a start date that depends on other work being confirmed.
• Material costs or exchange rates on items you buy in.

If your quotes don't state validity and assumptions clearly yet, sort that out first. Our guide to a sales quote that doesn't come back with questions shows where the validity line goes.

When to send a quote validity reminder

1. First reminder: about a week before the date for longer validity periods, or a couple of working days before for short ones. This gives the client time for internal sign-off or a purchase order.
2. Last-day note: only if the first reminder got no reply and something real changes the next day.
3. After expiry: one message offering to reissue or update the quote. After that, the quote goes back into your normal follow-up rhythm or you close it.

Count working days and check for public holidays in the client's country. Don't send an ordinary follow-up and an expiry reminder in the same week. For your general follow-up rhythm, see how to stop forgetting quote follow-ups.

Checklist: what every expiry reminder needs

• The quote reference and subject: "Quote [reference] for [project]", not "Our offer".
• The exact date, with the day of the week, plus a time if it matters.
• What changes after it: prices get re-checked, equipment is released or the start date moves.
• One clear next step: a confirming reply, a purchase order or a short call. Ask for just one.
• An easy way out: "If plans have changed, just let me know."
• Key figures in the email body, not only in the PDF. Approvers often read on a phone.

Leave out discounts made up on the spot, "last chance" wording and anything that suggests the client did something wrong by not replying.

Four quote expiry reminder email templates

Standard reminder before the validity date

Subject: Quote [reference] for [project] – valid until [date]

Hello [first name],

Just a quick note that the quote we sent on [date sent] for [project] is valid until [day, date]. The total is [amount] excl. VAT and covers [one-line scope].

After that date we'll need to re-check [supplier prices / availability], so the figures may change.

If you'd like to go ahead, just reply to confirm [option] and we'll send the order confirmation. If you need anything changed first, or your plans have changed, let me know.

Best regards,
[Name]

When you're holding equipment, dates or crew

This one is common for equipment rental companies and event and production teams.

Subject: Holding [equipment/dates] for you until [date] – quote [reference]

Hello [first name],

We're holding [equipment / crew / slot] for your [event] on [dates], as set out in quote [reference].

We can keep this provisional hold until [day, date, time]. After that we'll release it and would need to check availability again.

To keep the reservation, just reply to confirm or send the PO. If you need more time, tell me by when and I'll see what I can do.

Kind regards,
[Name]

Last-day note

Subject: Quote [reference] – last day at current terms

Hello [first name],

Quote [reference] for [project] expires [today/tomorrow]. If you'd like to keep these terms, a one-line reply is enough. If the timing doesn't suit you, that's fine. Just let me know and I'll send an updated version when you're ready.

[Name]

After expiry: offer to reissue

Subject: Updated quote for [project]?

Hello [first name],

Quote [reference] expired on [date]. If [project] is still going ahead, I'm happy to prepare an updated version. I'd just need to confirm [dates / quantities / scope].

Would you like me to do that this week, or shall I check back in [month]?

Best regards,
[Name]

Keep these templates with your other ready answers so the whole team uses the same wording. See building a library of sales response documents.

Mistakes that turn a reminder into false pressure

• Moving deadlines. If you extend every quote when asked, your dates stop meaning anything. Decide in advance when you'll extend and when you'll requote.
• Fake scarcity. "Only one slot left" is fine when it's true. When it isn't, it hurts trust in your next quote too.
• A surprise discount. It teaches clients to wait for the reminder before they decide.
• No record of the date. The most common failure is a reminder that never gets sent because the date only existed in a PDF in someone's sent folder.

That last one is a process problem. A spreadsheet column or a task in Pipedrive or HubSpot helps, but only if someone updates it for every quote.

How BOTrento handles quote validity dates

BOTrento Chief of Staff is a managed process for enquiries, quotes and follow-ups. It doesn't replace your CRM. It watches your sales mail and imported data and makes sure the next step happens. Nothing is sent until a person approves it.

1. Connect your data. You can connect a mailbox via IMAP, forward mail from Gmail or Microsoft 365, or import your quote list as CSV/XLSX. The 14 days start from your first successful upload, and someone from our team will contact you within 24 hours on working days to help.
2. Quotes and promises are picked up. BOTrento reads the email text, not attachments, so put the validity date in your cover email.
3. Every working-day morning you get the Today 1+3 overview, in the app and by email. Quotes close to their date appear there with a draft reminder already written, in English, Czech, German or French.
4. You review and approve, then send from your own mailbox. BOTrento never confirms bookings itself.

AI use is included in the plan. The trial doesn't need a payment card or your own API key. You can see the process walkthrough, compare plans on the pricing page or start the 14-day free trial on your own quotes.