A quote is not an open-ended commitment. The availability of resources, capacity and the source text itself change over time. That is why quotes have a validity period; if the period is not written down, there is a risk that a quote accepted months later can no longer be honoured.
The reason for the period
Capacity and conditions change over time. An open-ended commitment is not realistic. The period is written down.
Setting the period
The validity period is stated explicitly in the quote. The period varies with the type of job. The choice is reasoned.
When the period expires
A quote whose period has passed is reassessed. It is not deemed valid automatically. The rule is clear.
Reassessment
The availability of resources and capacity are checked again. A new quote is given. The process is short.
A change in the source text
A quote rests on a specific source text. If the text has changed, the quote is invalid. The link is written down.
Which version it was given for
The name and version of the source file are stated in the quote. In this way the text it was given for can be traced. A record is kept.
It rests on a volume estimate
The quote rests on the measured volume. If the volume changes, the fee changes too. The condition is written down.
Estimate and final fee
For some jobs an estimate is given first. The final fee arises after measurement. The distinction is stated explicitly.
Margin of deviation in the estimate
The margin with which the estimate is given is written down. The limit of deviation is defined. Expectations are aligned.
Form of acceptance
How the quote is to be accepted is stated. Written acceptance is required. The procedure is defined.
Partial acceptance
If part of the quote is accepted, the fee is recalculated. The volume tier may change. The situation is explained.
How it differs from a framework agreement
The items under a framework apply throughout the period. The periods of individual quotes are separate. The two concepts are not confused.
A quote under a framework
If there is a framework, the quote shows only the volume and the turnaround. The items are already known. The process becomes shorter.
What the quote must contain
The scope, the quality level, the turnaround, the volume and the items are written. Missing information distorts comparison. The list is kept complete.
Writing the scope clearly
Which steps are included is visible in the quote. This line makes quotes comparable. Clarity is ensured.
The distinction between validity and capacity
The fact that a quote is valid does not mean that capacity has been reserved. Capacity is reserved on acceptance. The distinction is stated.
Capacity reservation
For large jobs capacity can be reserved in advance. This is a separate commitment. The condition is written down.
Archiving quotes
The quotes given are kept on record. They serve as a basis for later similar jobs. The archive is kept in order.
The period protects both parties
The validity period protects not only the supplier but the client too; forcing through a quote whose period has passed means working with a team whose resources are not available and accepting delay from the outset. That is why the period is set realistically. The rule is mutual.
Information on amounts
This page explains the time condition of the quote; amounts appear in the quote itself and on the canonical pricing page. Figures are not repeated here. The rule is permanent.