Questions and answers
What does validity actually cover?
Ask whether it is the date by which you must accept, place a purchase order, or take delivery. These are different. A quote valid for 14 days to accept may still allow price changes before shipment.
What affects a fair period?
- How much of the price is raw material and how quickly it changes.
- Whether the supplier has stock or buys to order.
- Order size and any blanket order arrangement.
How do I compare two quotes?
Use a table: price, validity date, what the date covers, lead time, surcharge clause and cancellation terms.
What if I need more time to decide?
Ask for an extension in writing or a small deposit to hold the price. Ask what the deposit covers.
What if the price rises after I accept?
The purchase order terms decide. Look for any price-adjustment clause before you sign.
Template: quote comparison
| Supplier | Price | Valid until | Date refers to | Lead time | Adjustment clause |
|---|---|---|---|---|---|
Decision rule
Write a rule before you collect quotes, for example: “we decide within the shortest validity or we ask for an extension in writing”. The rule stops a decision being forced by a deadline.
Three things to put in the email
When you ask for a quote, include three lines. First: “Please state what the validity date refers to: acceptance, purchase order or delivery.” Second: “Please state whether a surcharge or price-adjustment clause applies after acceptance.” Third: “Please state whether the price can be held for a deposit and what the deposit covers.” These lines turn vague promises into terms you can compare, and they cost you nothing to ask. Keep the replies together with the quotes, because the comparison table is only as good as the answers behind it.
When a short hold is acceptable
A short hold can be reasonable if the supplier has to buy material to fill your order and cannot carry the price risk. It is less reasonable when stock is on the shelf. Ask which applies, and treat a clear answer as a sign of an honest supplier.
Boundary: No market data or contract wording is cited; check your own purchase terms and ask your adviser about any clause with a large financial effect.
Further reading on this site.
Planning Procurement Against Carbide Price Volatility ↗What should we ask when a quote says equivalent carbide grade without naming it? ↗Carbide snow plow blades ↗A 10-Point Tariff Change and Landed Cost: A Sensitivity Table ↗Consignment Stock for Wear Parts: Pros, Cons and Contract Terms for Municipalities ↗Reading a Metals Surcharge Clause Line by Line ↗
