Capture the exact validity statement
Record the expiration date, time and time zone if the buyer supplies them. If the offer names only a date, ask how the buyer interprets it rather than assuming midnight in your own location. Keep the original written offer with your comparison sheet so shorthand notes do not replace the actual terms.
List what still needs to happen
Identify unresolved inspection, documentation, removal and approval requirements. Ask which must be completed before the offer can be accepted or confirmed. An expiration date alone does not show whether the buyer considers the price firm. Keep conditional status separate from the deadline in your records.
Request an extension with specific information
Explain the outstanding item and the date you expect to resolve it. Ask whether the buyer will extend the offer on the same equipment scope, amount and collection terms. Do not treat silence or an informal acknowledgement as a renewed offer. Save the buyer’s written response and update the comparison sheet accordingly.
Refresh expired offers before comparing them
Mark expired bids as historical and ask for current terms if you wish to revisit them. A later price may reflect changed scope or conditions; record the explanation provided rather than guessing at the buyer’s motive. Retain both versions so your pricing history distinguishes the original proposal from the current actionable offer.