How long should an estimate be valid? (Plus: handling rejections)

October 4, 2026 · 5 min read

An estimate without an expiry date is an open-ended promise. Material prices move, your schedule fills, and a client may come back six months later expecting last season's price. A validity period protects you — and it's also the moment most estimates get rejected or quietly expire. Here's how to handle both.

Why validity periods matter

Lumber, wire, and fuel prices swing week to week. Your labor cost changes as your schedule fills. When you print "valid for 30 days" on an estimate, you're saying: this price reflects today's costs, and if you accept it later, we'll re-confirm it first. That's reasonable, and clients accept it as normal business practice.

Common validity periods

• 14 days for trades with volatile material prices (electrical, some construction).
• 30 days is the standard across most field-service work.
• 60–90 days for larger projects where the client needs time to arrange financing.

Print the actual end date, not just "30 days." "Valid through November 3, 2026" is unambiguous.

When an estimate expires

An expired estimate doesn't mean a lost job — it means the price needs re-confirming. When a client comes back after the expiry date, quickly re-check material prices and your schedule, then reissue the estimate with a new date. Clients appreciate the honesty, and it reminds them that prices move in both directions.

Handling rejections

A rejected estimate is information, not a verdict. The useful response depends on why:

• "Too expensive." Don't lead with a discount. Ask what part feels high, then adjust scope — smaller phases, a different material, a deferred portion — before you touch price. If you do reduce price, remove something, so the client understands the trade.
• "Someone else was cheaper." Restate what's in your number: warranty, licensed work, cleanup, the contingency. One short follow-up is enough; chasing a price-only shopper rarely converts.
• Silence. Follow up once after a week. After that, let it go and keep the job in your records — clients regularly circle back months later.

When to walk away

Some estimates deserve to stay rejected. If a client can't articulate the scope, wants "just a number" without a site visit, or has a history of haggling after work is done, the job will cost more than it earns. Mark it rejected in your records and move on — a clean no beats a bad yes.

Tracking validity and rejections

FieldLog is an Android app that builds estimates offline — no account or internet connection required. Each estimate carries its own number and date, and you can track its full lifecycle: Draft, Sent, Accepted, Rejected, Paid. When a client rejects or a price expires, the history is there when they come back. You can also add the validity period to the notes that appear on the branded PDF you share with the client. The free plan includes 3 estimates per month.

Related guides

• Estimate vs. quote vs. invoice: what's the difference?
• How to write a construction estimate